Higher Degree Research Policy

1. Higher Degree Research

1.1. HDR programs develop candidates as independent researchers capable of producing original research. HDR program learning outcomes align with research and academic excellence, societal impact, and global engagement. This prepares HDR candidates to become research leaders who are globally focused and socially engaged.

1.2. HDR candidates are selected on principles of merit, equity and transparency. Selections consider the applicant’s ability to carry out the proposed research, and the availability of suitable supervision, facilities and resources.

1.3. UNSW offers a suite of HDR scholarships, which are awarded in line with the Australian Government Research Training Program (RTP) scheme and UNSW’s goals for research excellence, research capacity, and equity and diversity. They are awarded competitively in a way that is transparent, equitable and fair.

1.4. UNSW will make reasonable adjustments where appropriate to enable candidates to participate fully in their studies, in accordance with relevant legislation and University policy.

1.5. Candidates are supervised by high-quality supervisory teams who are trained and registered to UNSW standards. Supervisory teams foster a safe, inclusive, respectful and scholarly research environment that supports candidate success. Supervisors are proactively engaged in forming a positive professional relationship with candidates based on mutual respect and trust.

1.6. Candidates are enrolled in an approved school/unit within a faculty. They are based at a UNSW campus or approved location where they have access to the supervision, resources, facilities and research community required to complete their research.

1.7. Candidates are supported to complete their program within standard degree timeframes. Ongoing monitoring and feedback by supervisors and regular Research Progress Reviews assess the candidate’s progress against agreed milestones.

1.8. HDR examinations are conducted in a fair, transparent and independent manner, and are based on merit.

1.9. UNSW promotes a strong research training culture and environment based on an intellectual and collegiate research community that is inclusive, culturally safe and empowering. Candidates and supervisors must meet the standards of research integrity and ethical behaviour outlined in the following:

• Code of Conduct and Values
• Australian Code for the Responsible Conduct of Research
• AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research
• Universities Australia Principles for Respectful Supervisory Relationships
• National Higher Education Code to Prevent and Respond to Gender-based Violence
• Preventing and Responding to Gender-based Violence at UNSW Policy

1.10. Any actual, perceived or potential conflict of interest is disclosed and managed in line with the Code of Conduct and Values and the Disclosure Policy.

1.11. Complaints and appeals relating to HDR candidature are managed in accordance with the Complaints Management and Investigations Policy and Procedure (see Student complaints).

1.12. Instructions that support the Higher Degree Research Policy are determined by the Dean of Graduate Research in line with the Delegations Policy: Schedule 9.3. The Dean of Graduate Research refers to the University Higher Degree Research Committee (UHDRC) for consultation and endorsement of these instructions. All HDR instructions can be located on the UNSW HDR SharePoint site, the HDR Hub.

2. Roles and responsibilities

1. Higher Degree Research program conditions

1.1. HDR candidates must meet the conditions for award for their program (see Table 1). Candidates enrolled in a joint degree may need to meet additional or different conditions. These are outlined in the joint degree agreement.

1.2. Candidates must meet the enrolment and progression requirements.

1.3. Candidates will carry out a piece of research that meets the conditions in Table 1. They will be examined against the criteria detailed in the Higher Degree Research Examination Procedure. 

1.4. The research must be completed during the candidate’s enrolment.

1.5. The research must be the candidate's own research. All research performed with other persons must be acknowledged and include a statement of the candidate's contribution.

1.6. Any editorial help or use of AI tools in thesis preparation must be acknowledged. Candidates should consult the guidelines on academic editing (IPEd guidelines for editing academic theses) and UNSW’s position on the use of AI and Large Language Models.

1.7. Candidates must display ethical behaviour and carry out their research with research integrity (see principle 1.8).

Table 1 HDR Conditions for Award

2. Completion timeframes

2.1. Candidates are expected to complete their degree within the standard HDR course timeframes outlined in Table 2.

Table 2 Standard HDR Course Timeframes

2.2. Candidates unable to complete their degree within the maximum timeframe are required to apply for overtime enrolment as outlined in the Higher Degree Research Variation of Candidature Instruction.

2. Admission and commencement requirements

2.1. Candidates will only be admitted to an HDR program if there is a supervisory team available and appropriate resources to support timely completion (see principle 1.2 and 1.5).

2.2. Candidates must complete their research at a UNSW campus or approved location, such as a teaching hospital, research field station or research institute. Approved locations provide candidates with access to:

• Supervision
• Facilities
• Resources
• Safe environment
• Research community

2.3. Candidates may be awarded a scholarship during admission to support their studies, as outlined in the Higher Degree Research Scholarship Procedure.

2.4. Candidates enrolled in a joint HDR program may be enrolled at an approved location within another institution.

2.5. International applicants are required to meet the Genuine Student Requirement set by the Australian Government.

3. Minimum academic requirements

3.1. All applicants must have the academic qualifications and relevant research experience to successfully complete the HDR program they apply for. Academic requirements are outlined in the Higher Degree Research Admission Instruction.

3.2. Relevant research experience can be used to demonstrate the candidate’s research capability and may be based on a range of research backgrounds. This may include research activities undertaken during employment or in the context of relevant community-based knowledge production. Please refer to the Higher Degree Research Admission Instruction and the Aboriginal and Torres Strait Islander Higher Degree Research Instruction for further details.

3.3. Faculties may set additional selection criteria that applicants need to meet. These additional requirements will assess the applicant’s capacity for success in that specific program.

2. Requirements

2.1. Scholarship providers must conduct a competitive process for selecting scholarship recipients that is equitable and fair.

2.2. Applicants must meet the requirements for HDR admission to be eligible for a scholarship, as outlined in the Higher Degree Research Admissions Procedure.

2.3. The minimum stipend rate at UNSW is set by the Dean of Graduate Research. The rate will be published on the GRS website. The rate will be $39,206 in 2026 and will be indexed annually.

2.4. Scholarships for doctoral programs must be funded for a minimum of 3.5 years and a maximum of 4 years.

2.5. Scholarships for Master programs must be funded for a minimum of 1.5 years and a maximum of 2 years.

2.6. Funding for HDR scholarships may come from a range of sources, including:

• RTP scholarships
• The Commonwealth Government and other government sources
• UNSW (divisions, faculties, institutes, schools and centres)
• Individual and corporate donors
• International and regional organisations.

2.7. All scholarship holders will be provided with a scholarship letter of offer which includes the terms and conditions for the particular scholarship awarded.

2.8. HDR scholarships do not make the recipient an employee or require them to provide services to the scholarship provider or UNSW.

3. Scholarship administration

3.1. The Graduate Research School (GRS) administers all HDR scholarships at UNSW. This can include HDR scholarships awarded by an external scholarship provider who has assigned the financial management of the scholarship to UNSW.

2. Supervision requirements

2.1. All HDR candidates must have a supervisory team of at least two supervisors who meet the requirements for HDR supervision. The team must include either a primary supervisor or a joint supervisor who will take primary academic responsibility for the candidate during their enrolment.

2.2. Supervisors must have the qualifications, knowledge and skills relevant to their supervisory role. They must be active in research and publishing or otherwise making original contributions to a relevant field or discipline. 

2.3. Supervisors must build a positive professional relationship with candidates and foster a collegial, ethical and culturally safe research training culture to support candidate success. This must be in line with the supervision requirements outlined below.

2.4. Supervisors and candidates have the right to be treated with respect, and the responsibility to treat each other with respect.

2.5. Supervisors must be aware that the supervisory role is inherently hierarchical. This creates a power imbalance between supervisors and candidates. Sexual relationships, close personal relationships and family relationships between supervisors and candidates cannot occur in an ethical supervisory relationship.

2.6. All UNSW staff and affiliates are obligated to disclose any actual, perceived or potential conflict of interest that may arise in relation to a HDR supervision arrangement, in line with the Code of Conduct and Values (see principle 1.9).

2.7. Changes to supervisory teams are managed in line with the Higher Degree Research Variation of Candidature Instruction and the Higher Degree Research Supervision Instruction.  

3. The supervisor-candidate relationship

 3.1. Supervisors and candidates should communicate their expectations of each other. This includes how both parties will maintain clear and regular communication with each other as well as:

1. meeting scheduling and preparation
2. research and professional skills development
3. candidature milestones
4.  how feedback will be provided

3.2. Supervisors and candidates must act in accordance with the UNSW Values in Action. They must be conscious and respectful of the principles of equity, diversity and inclusion in their relationship, including cultural responsibilities and community obligations.

3.3. Candidates and supervisors are expected to follow UNSW processes for resolving conflict. All parties work together in good faith and with mutual respect. Schools and faculties manage any such conflicts proactively and with sensitivity.

3.4. Supervisors, schools and faculties work together to ensure continuous supervision throughout the candidate’s enrolment.

3.5. Given that candidates have a key role in identifying their supervisory team when they apply for admission, the school, faculty and/or supervisory team must work closely with the candidate if a change in supervision is needed during the candidature.

4. Foster a strong research training culture that is engaged with local and global scholarly communities

4.1. Supervisors support candidates to develop their research skills and engage with on-campus, national and global scholarly communities and communities of practice through networking, mentoring and development activities.

4.2. Support the candidate’s career development by expanding their research, professional and transferrable skills.

4.3. Supervisors and candidates share their research findings in a way that is appropriate to their discipline.

4.4. Supervisors and candidates are aware of managing conflicts of interest and competing interests in authorship, data and intellectual property.

4.5. Supervisors must foster welcoming, inclusive and culturally safe research training environments. Where appropriate, supervisors should increase their capacity by completing relevant training, such as UNSW’s cultural responsiveness and Aboriginal and Torres Strait Islander research ethics modules.

5. Promote responsible conduct of research

5.1. Supervisors confirm that appropriate facilities and resources are available to support any proposed HDR research project in a safe and ethical manner. They must confirm the availability of required facilities and resources with the Head of School prior to admission.

5.2. Supervisors and candidates understand and comply with all relevant national standards and UNSW policies. They seek specialist advice where needed.

5.3. Supervisors and candidates understand and comply with UNSW policy on workplace health and safety. This includes completing training, reporting any hazards and incidents, and considering all health and safety aspects of the research being undertaken.

5.4. Supervisors promote training and education for candidates in the responsible conduct of research. This includes completing relevant training, identifying the data in the candidate’s project, clarifying ownership and access rights, and ensuring proper data storage.

6. Support candidates to become independent researchers

6.1. Supervisors and candidates work together to:

• develop a feasible research proposal
• maintain consistent progress
• proactively engage with Research Progress Reviews
• ensure that the program is completed within the standard course timeframe for the program as outlined in the Higher Degree Research Conditions for Award Procedure.

6.2. Supervisors support candidates to meet the requirements of the examination process (including written and oral components), and address examiner feedback.

6.3. Supervisors, schools, and faculties engage in consistent and proactive reporting and management of all aspects of candidature including admission, Confirmation of Candidature, Research Progress Reviews, and HDR examinations.

2. Enrolment requirements

2.1. Candidates must be enrolled for each term of their program. Candidates can apply for leave as outlined in the Higher Degree Research Variation of Candidature Instruction. Candidates who have not enrolled or been approved for program leave will be discontinued.

2.2. Full-time candidates are expected to commit around 35 - 40 hours per week to their research.

2.3. Part-time candidates are expected to commit around 15 – 20 hours per week to their studies.

2.4. Candidates must ensure that their enrolment and contact details are correct in myUNSW. International candidates must contact the Department of Home Affairs if their details change.

2.5. Candidates may make changes to their candidature provided they are requested and approved in line with the Higher Degree Research Variation of Candidature Instruction.

2.6. Candidates cannot enrol in a UNSW HDR program alongside any other degree, diploma or certificate program at UNSW or another higher education provider. This includes candidates who are being assessed for coursework or research in another degree. The Pro Vice-Chancellor Research Training and Dean of Graduate Research and relevant faculty must approve exceptions.

3. Progression

3.1. Candidates should meet with their supervisors regularly to receive feedback and ensure they remain on track for timely completion.

3.2. Candidates should meet with their supervisors soon after they commence to confirm:

• UNSW, faculty and school requirements and resources
• support in accessing resources in another faculty or school for interdisciplinary elements of their research
• expectations that the supervisor and candidate have of each other about the project (e.g. meeting schedule, feedback and review schedule, communication)
• research goals, milestones, deadlines, and a timeline to completion
• initial milestones (meet within the first three months of enrolment).

4. Research progress reviews

Research Progress Reviews (reviews) are a key mechanism through which UNSW supports HDR candidates to complete their studies within the course timeframes set out in the Higher Degree Research Conditions for Award Procedure.

4.1. Reviews are intended to be a positive and productive process that provides candidates with:

• Opportunity to develop their skills in presenting and defending their work.
• An affirmation that they are progressing well (where satisfactory progress has been achieved).
• Support in developing a research plan and milestones for the period up to the next review.
• An opportunity to have their research and supervision arrangements reviewed by an independent panel.
• A safe environment to raise any issues they feel are impacting their progress.

4.2. Candidates must participate in a review at least once every year of enrolment. Their progress will be assessed against agreed milestones as outlined in the Higher Degree Research Progression Instruction. This is a condition of ongoing enrolment and applies to both full-time and part-time candidates.

4.3. Progress is assessed on a full-time equivalent basis, and milestones are appropriate to the candidate’s study load.

4.4. Reviews are conducted by an independent review panel (panel) of at least two members.

4.5. Candidates will be provided with any faculty/school review guidelines during the faculty/school induction at the start of their degree, and before their first review is held.

4.6. A supplementary review may be held to support candidates who need additional support to maintain progress. Supplementary reviews can be requested by the ADRT (or equivalent), PGC, supervisor or candidate.

5. Confirmation review for doctoral candidates

Doctoral candidates participate in a Confirmation review in their first year of candidature. The purpose of the Confirmation review is to confirm that the candidate is on track to complete their doctoral degree on time. Doctoral candidates need to be Confirmed in order to remain enrolled in their degree.

5.1. Doctoral candidates undertake a Confirmation review when they have reached 0.75 EFTSL – 1 EFTSL and must be confirmed in their candidature no later than 1.25 EFTSL.

5.2. Candidates are assessed against Confirmation milestones set by UNSW (see the Higher Degree by Research Progression Instruction for details).

5.3. Doctoral candidates enrolled in a part-time study load will not reach 0.75 EFTSL in their first year of enrolment. For this reason, they are required to participate in a pre-Confirmation review.

2. Examination process

2.1. HDR candidates are expected to carry out a piece of research that demonstrates an original contribution to knowledge in their field of study culminating in a thesis. An HDR examination assesses if the candidate’s work is at the standard required for award of their degree.

2.2. The examination process will:

• determine if the candidate produced an original piece of research that meets the conditions for award of their degree, as outlined in the Higher Degree Research Conditions for Award Procedure
• establish if the candidate fully understands the work and its wider implications
• provide the candidate with an opportunity to reply to criticism and respond to questions
• enable the examiners to clarify issues in the thesis
• allow the examiners to decide on the nature, content and extent of any revisions which may be required
• verify the candidate’s contribution to the thesis
• ensure that the candidate understands and has appropriately acknowledged the contribution of any research collaborators.

2.3. Candidates are examined by at least two external examiners of international standing. Examiners are expected to be fair, independent and expert. They must not have a conflict of interest and not have been an employee of the University within the past 5 years.

2.4. All HDR candidates enrolled from T1 2023 onward will defend their work in an oral examination.

2.5. To be awarded the degree, all examination components must be assessed as satisfactory against the examination criteria stated in the Higher Degree Research Examination Instruction.

2.6. The research described in the thesis must have been completed during the candidature. The thesis cannot include any work or material that has previously been submitted for a university degree or other similar award.

2.7. UNSW is committed to open access of its research outputs and HDR theses are made publicly available in the Library.

Authority for procedures and instructions

The following UNSW officers are authorised to maintain and change the procedure sections of this policy in line with the Policy Framework Policy:

1. Pro Vice-Chancellor Research Training and Dean of Graduate Research

2. Director, Graduate Research School

Legislative compliance

This policy is intended to ensure that UNSW complies with the:

1. Tertiary Education Quality and Standards Agency Act 2011 (Cth)

2. Higher Education Standards Framework (Threshold Standards) 2015 (Cth)

3. Australian Qualifications Framework

4. Higher Education Support (Commonwealth Scholarships) Guidelines 2025

5. National Higher Education Code to Prevent and Respond to Gender-based Violence

Supporting documents

• Academic Offerings Approval Procedure
• AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research
• Australian Code for the Responsible Conduct of Research
• Code of Conduct and Values
• Complaints Management and Investigation Policy and Procedure
• Disclosure Policy
• Delegations Policy and Schedules
• Facilities and Resources to Support Higher Degree Research Candidates Instruction
• Health and Safety Policy
• Higher Degree Research Admission Instruction
• Higher Degree Research Examination Instruction
• Aboriginal and Torres Strait Islander  Higher Degree Research Instruction
• Higher Degree Research Overtime Enrolment Instruction
• Higher Degree Research Progression Instruction
• Higher Degree Research Scholarships Instruction
• Higher Degree Research Show Cause Instruction
• Higher Degree Research Supervision Instruction
• Higher Degree Research Variation of Candidature Instruction
• Information Governance Policy
• Intellectual Property Policy
• National Higher Education Code to Prevent and Respond to Gender-based Violence
• Roles and Responsibilities of Postgraduate Research Coordinators Instruction
• Universities Australia Principles for Respectful Supervisory Relationships

Definitions and acronyms

2. Admission

2.1. As is outlined in clause 3.1 of the Higher Degree Research Admission Procedure, HDR applicants can demonstrate their research capability by either the recent completion of a recognised academic qualification with a substantial research component or engagement in research activities undertaken outside a traditional academic pathway.

2.2. UNSW recognises diverse forms of research and knowledge production. As part of the admission process, supervisors are required to outline how the applicant’s background and engagement in research activities demonstrates their research capability. The enrolling school and faculty must assess the applicant’s research capability, giving due consideration to research experience and activities undertaken outside traditional academic pathways.

2.3. Research activities outside a traditional academic pathway may include:

• Aboriginal and Torres Strait Islander cultural knowledge and community-based research practice
• community leadership and contribution to Aboriginal and Torres Strait Islander organisations
• professional, policy or industry experience
• cultural authority and lived experience relevant to the research area
• creative, practice-based, or community-engaged scholarship
• contributions to knowledge creation outside traditional academic publications.

3. Scholarships

3.1. UNSW is committed to supporting Aboriginal and Torres Strait Islander participation in HDR programs and will provide scholarships to eligible applicants. This stipend for these scholarships is at the maximum allowed rate of the Research Training Program.

4. Supervision

4.1. UNSW is committed to ensuring research training environments are welcoming, inclusive and culturally safe. As part of this, UNSW works with Aboriginal and Torres Strait Islander candidates to form supervisory teams that are culturally responsive and empower candidates.

4.2. Supervisory teams may include supervisors and mentors from a range of backgrounds including Aboriginal and Torres Strait Islander scholars, cultural advisors, or researchers with expertise in Aboriginal and Torres Strait Islander research. Supervisors whose expertise is outside traditional academia may be engaged as external supervisors, as outlined in section 2 of the Higher Degree Research Supervision Instruction.

4.3. Where a non-Indigenous supervisor joins the team of an Aboriginal and Torres Strait Islander candidate, they must:

• Complete the UNSW cultural responsiveness and Aboriginal and Torres Strait Islander research ethics modules.
• Demonstrate willingness to engage with Aboriginal and Torres Strait Islander research methodologies and culturally grounded research practices.
• Support research that respects Aboriginal and Torres Strait Islander cultural authority, knowledge systems and community priorities.
• Foster culturally safe research environments that respect Aboriginal and Torres Strait Islander ways of knowing, being and doing.

4.4. Supervisors should engage with their candidates and Aboriginal and Torres Strait Islander research leaders as early as possible in the candidature to strengthen research alignment and ensure candidate preparedness.

4.5. Supervisors must be mindful of the cultural responsibilities and community obligations that may shape the research and professional commitments of Aboriginal and Torres Strait Islander HDR candidates and should support culturally appropriate flexibility where required. This may include support for candidates to work away from campus due to cultural responsibilities (see the Higher Degree Research Variation of Candidature Instruction for details on working away from campus).

4.6. Supervisors, schools and faculties must work collaboratively with Aboriginal and Torres Strait Islander leadership within the University to:

• Support culturally safe supervision practices.
• Strengthen Aboriginal and Torres Strait Islander research capability and mentorship.
• Promote Aboriginal and Torres Strait Islander research methodologies and community-engaged scholarship.

4.7. Supervisory teams must ensure that research design, conduct and dissemination align with ethical and community engagement standards for Aboriginal and Torres Strait Islander research, including the recognition of Indigenous data sovereignty, cultural protocols, community benefit, Indigenous Cultural and Intellectual Property, and culturally appropriate research practices. Refer to the AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research for guidance.

5. Professional development and community engagement

5.1. Supervisors should ensure Aboriginal and Torres Strait Islander candidates have access to structured academic, cultural and professional development opportunities that enable their success.

5.2. Supervisors must support candidates to develop their research skills and engage with national and global scholarly communities and communities of practice through networking, mentoring and development activities.

5.3. This may include engagement with Aboriginal and Torres Strait Islander research networks, communities of practice and relevant Aboriginal and Torres Strait Islander led scholarly forums.

2. HDR welcome and orientation

2.1. The Graduate Research School (GRS) delivers a UNSW HDR Welcome and Orientation that provides candidates with information about the following:

• research integrity, data management and codes of conduct
• Research Progress Reviews for HDR candidates, and Confirmation of Candidature for doctoral candidates
• HDR candidature phases and completion timeframes
• responsible conduct of research and the UNSW Code of Conduct and Values
• UNSW’s expectations of supervisors and schools/faculties
• UNSW facilities and support services
• GRS services
• UNSW student complaint procedures.

2.2. Faculties and schools offer local inductions that complement the GRS Welcome and Orientation with the following information:

• Discipline-specific facilities and support arrangements (e.g. funding for conferences/travel, HDR seminar programs).
• Key contacts including the Associate Dean of Research Training (ADRT) or equivalent, the school Postgraduate Coordinator (PGC), and professional staff.
• Workplace health and safety inductions and training.
• Faculty, school or discipline-specific expectations regarding the degree and progression.
• Access to buildings, offices and/or lab spaces.
• Access to office resources including tea and washroom facilities, consumables, travel, and internet access.
• Access to school and/or faculty research infrastructure.
• Support for fieldwork, testing, technical support, statistical services, and equipment access.
• Mandatory HDR activities and any other school and/or faculty requirements (e.g. seminars, coursework).
• Guidance on how to get involved in the school and/or faculty research culture.
• Support provided by other schools or faculties that may be relevant to candidate’s whose research includes interdisciplinary work.

3. Office space and facilities

3.1. Candidates are entitled to a comfortable, safe and well-resourced work environment that includes the following:

• a sole-use desk and ergonomically suitable chair
• lockable cabinet or other storage space
• adequate bookshelf space
• a sole use computer with standard software and internet access
• printing and photocopying facilities
• adequate air conditioning (where available), lighting, security and privacy
• tearoom and bathroom facilities.

3.2. If a sole-use desk is not available to every full time HDR candidate, hot-desks should be negotiated between the school/faculty, the supervisor and the candidate.

3.3. Part-time candidates should have shared use of a desk and study space.

3.4. If a school/faculty is not able to provide appropriate office facilities, all candidates have access to the Postgraduate Study Space at the UNSW Library, Kensington Campus.

3.5. Schools and/or faculties should communicate clearly and regularly with HDR candidates about any issues that may affect their candidature. This includes major building works that require candidates to relocate for any period.

4. Project support

4.1. Schools, faculties and supervisors work together to ensure that candidates have the support and resources they need to complete their research project. This includes:

• access to a laboratory, studio, workshop or other workspace necessary for their research
• equipment such as laboratory instruments and tools
• access to external or shared research facilities
• funding for fieldwork, including any associated travel costs.

4.2. Candidates should be provided with access to adequate consumables (photocopying, printing) and resources like phone and videoconferencing facilities where needed to conduct their research.

4.3. Schools/faculties may provide candidates with after-hours access to their workspace if this meets security and safety requirements. Laboratories at UNSW campuses restrict after-hours access unless an appropriate risk assessment has been approved with a buddy system in place.

5. Information technology (IT) resources

5.1. Candidates should have the same level of access to specialised software and computing as UNSW staff.

5.2. HDR candidates are entitled to the following IT resources:

• UNSW email account and data/file storage with remote access
• UNSW licenced software required for the candidate’s research project (e.g. data analysis, thesis publishing, information access)
• wireless internet access
• specialised computing equipment/software required for their research (e.g. high performance computing systems, software not provided by UNSW licence agreements)

5.3. If a candidate is approved to work away from a UNSW location, they should be given reasonable access to UNSW internet services and other resources needed to support their research while they are away.

6. Publication, professional development and research culture

6.1. Sharing research at national and international conferences, publishing in peer-reviewed journals, and producing other discipline-specific research outputs are all important parts of research training and development.

6.2. Faculties, schools and supervisors are responsible for supporting candidates to present at conferences and publish their research.

6.3. Local funding support for these activities may be supplemented by the UNSW Development and Research Training Grant (DRTG), a GRS grant that provides additional funding for a range of career development activities outlined on the HDR Hub.

6.4. Professional development activities are provided at the UNSW, faculty and school level. Opportunities for skills development and involvement in research culture can include:

• seminars presented by visiting or local academics
• development and training activities
• seminars or similar events with opportunities for candidates to present their own work to other researchers in the school/faculty
• tutoring or other teaching and learning roles (for suitably qualified candidates)
• workshops on career planning and employability.

7. Library resources

7.1. Candidates have the same level of access to Library services as UNSW staff.

7.2. Access includes six-month loan periods, Australian and overseas interlibrary loans, online access to academic journals and other digital resources.

7.3. Outreach librarians for each faculty are available for consultation about Library services and scholarly collections across disciplines.

7.4. Regular workshops for HDR candidates offering guidance on copyright, publishing and open access as detailed on the Library website.

8. Candidate representation

8.1. Candidate representation is available through student organisations including Arc@UNSW.

8.2. Candidate representatives will be consulted on the development of HDR policies, procedures and instructions through membership on UNSW governance committees including the University Higher Degree Research Committee.

9. Other types of support

9.1. UNSW provides candidates with a range of support services and resources:

• wellbeing and health services
• careers and employment advice
• equity and disability support
• social support through Arc@UNSW
• English-language skills courses
• childcare
• accommodation designed specifically for HDR candidates at a reasonable cost
• programs and resources provided by UNSW’s student support teams.  

10. Review of support requirements

 10.1. Candidates should raise any issues regarding access to facilities and resources with their supervisors and PGC. If further support is needed, they should contact the faculty ADRT or equivalent.

10.2. Research Progress Reviews provide an opportunity to review and document a candidate’s progress and resource needs, as set out in the HDR Progression Procedure.

10.3. If a candidate or supervisor feels that more resources are needed, or that the requirements listed in this instruction have not been met, they should record this in the Research Progress Review form in GRIS. The Review Panel Chair will raise any resourcing needs for discussion and develop a plan to address them.

11. Ongoing monitoring

11.1. The GRS works closely with all school and faculties to ensure that candidates are able to access the facilities and resources listed in this instruction, and that they are provided at the highest international standard.

11.2. The GRS conducts a biennial survey of candidate satisfaction that covers their access to facilities and resources. UNSW also participates in international candidate satisfaction surveys, include the Postgraduate Research Experience Survey (PRES).

1. HDR candidate eligibility

1.1. HDR applicants need to meet the following eligibility criteria:

• UNSW English language proficiency requirements outlined on the UNSW website.
• Minimum academic requirements (see Table 1 below).
• Any specific program requirements set by the Faculty Higher Degree Committee (HDC).
• Have an appropriate supervisory team.
• Submit a complete application through the admission process outlined on the UNSW website.
• International applicants must show that they meet the Genuine Temporary Entrant requirements set by the Department of Home Affairs.

1.2. When assessing an application, UNSW will consider the applicant’s ability to carry out the proposed research and contribute to the University’s research objectives.

1.3. Schools and faculties need to confirm that the proposed research project is feasible with appropriate supervision, resources and facilities before recommending admission.

2. Minimum academic requirements

2.1. Applicants need to meet the minimum academic requirements listed in Table 1 below. These requirements have been set to ensure that candidates have the qualifications and research experience needed to successfully complete their degree.

2.2. If an applicant completed a qualification more than five years ago, they need to provide the following (from within the last five years):

• additional evidence of appropriate work and/or research experience
• evidence of research outputs
• confirmation of support from appropriate referees and the proposed supervisors.

Table 1. Minimum academic requirements for admission to HDR programs 

2.3. The Faculty HDC will assess qualifications with a non-standard degree structure to determine Honours IIA equivalence. Table 2 below has some examples.

Table 2. Assessment of Non-Standard Degree Structures

3. Assessing capability to undertake an HDR program

3.1. Applicants must show that they have the appropriate level of research training, disciplinary knowledge and experience required to successfully complete their preferred HDR program. Evidence of research capability can be from research undertaken within an academic program or research activities undertaken during employment or in the context of relevant community-based knowledge production. Performance in coursework may demonstrate disciplinary knowledge.

Table 3. Assessing capability to undertake an HDR program

4. Additional requirements

4.1. The Faculty HDC may set additional selection criteria, such as relevant professional or industry experience, a portfolio of creative works, or an audition. The faculty will ensure that applicants understand these requirements before they apply.

4.2. If the Faculty HDC is not satisfied with an applicant’s qualifications, they may ask the applicant to meet additional assessment criteria or carry out additional work before recommending admission.

5. Application process

5.1. Applications are submitted through the UNSW application system with the following documentation attached:

1. academic transcripts and proof of degree completion for all degrees attempted.
2. official translation and a statement verifying that the translation is accurate for any academic transcripts or proof of degree competion in a language other than English (see https://www.student.unsw.edu.au/document-certification for details).
3. statement/brief research proposal written by the candidate that outlines the proposed research (refer to faculty requirements)
4. declaration and proof of financial capacity to cover living expenses, tuition fees, and other study-related costs, including expenses for any dependents (International applicants only)
5. written agreement from a proposed supervisor that they are willing to supervise, or the outcome of a faculty expression of interest (where applicable)
6. curriculum vitae
7. evidence that the English language requirements have been met
8. published papers and/or portfolio of works, or other examples of previous research
9. contact details of two referees
10. copy of passport and visa (where applicable)
11. evidence of an official name change if a prior or alternate name was used in any of the above documentation (including transcripts, publications, etc).

5.2. UNSW verifies academic transcripts, proof of degree completion, and other documents with the applicant, with the applicant’s referees and through back-to-source checks with the applicant’s home institution. During back-to-source checks, applicants must present their original documents in person.

5.3. Applicants who are unable to provide evidence of their academic qualifications due to circumstances in their home country or refugee status can complete a statutory declaration listing their qualifications and the reason why official documentation is unavailable.

6. Transferring to UNSW from another Higher Education Provider

6.1. A HDR transfer means using the research conducted in an HDR program at another institution towards an HDR program at UNSW.

6.2. Applicants who would like to transfer from a HDR program at another institution to UNSW need to complete the application process outlined above and provide the following additional documentation:

• details of the period of enrolment at the other institution (full time equivalent)
• copies of all research progress review documentation
• details of current or previous research scholarships
• statement outlining reasons for requesting the transfer to UNSW
• permission to contact relevant staff at the previous higher education provider
• agreement to transfer any research and/or intellectual property to UNSW (where applicable)
• agreement to transfer research data to UNSW
• proposed research data management plan
• details of ethics approvals (where applicable)
• any other documentation requested by UNSW.

6.3. The Dean of Graduate Research assesses applications for recognition of prior research candidature based on the recommendation of a PGC and/or Associate Dean Research Training or equivalent (ADRT).

6.4. If a request for recognition of prior research candidature is approved, the time completed at the other institution will be deducted from the candidate’s time at UNSW.

6.5. A transfer will not be approved under the following conditions:

• The applicant is within 12 months of completing a HDR program at another institution, unless exceptional circumstances apply.
• The applicant is not making satisfactory progress.
• An international applicant on a student visa has not completed six months of their current course of study (in accordance with the ESOS Act and the National Code) unless the exceptions outlined in the National Code apply.
• There are intellectual property or research data issues that cannot be resolved with the previous higher education provider.
• The applicant’s candidature was terminated by the previous institution.
• The applicant does not meet other UNSW admission requirements.

7. External enrolment

7.1. Enrolled candidates are expected to complete their research at a UNSW affiliated location such as a UNSW campus, teaching hospital, or other research facility of the University.

7.2. If an applicant’s proposed research requires them to work outside a UNSW affiliated location for a period of time from the beginning of their candidature, they need to provide a proposal with arrangements for the following:

1. induction into research at UNSW (including the HDR Welcome and Orientation)
2. Confirmation of Candidature (doctoral candidates only)
3. Research Progress Reviews
4. UNSW supervision arrangements, including how contact will be maintained
5. external supervision arrangements where the candidate will be working
6. provision of research resources
7. plan for completing any compulsory coursework
8. plan for how they will engage with the UNSW research community.

7.3. Once enrolled candidates can apply to work away from campus for a short period of time for research reasons by following the process outlined in the HDR Variation of Candidature Instruction.

8. Suspension or exclusion

8.1. Applicants who have been suspended or excluded from UNSW or another higher education provider need to disclose this in their application for admission.

8.2. Applicants cannot commence their studies while a suspension or equivalent disciplinary action is active.

9. Admission offer process

9.1. Offers of admission to HDR programs will be made in writing by the Dean of Graduate Research or an approved admission delegate listed in the UNSW Delegations Policy, Schedule 1. A verbal communication, informal email or other communication regarding eligibility for admission is not a formal offer and is not binding.

9.2. Unconditional offers of admission include:

1. details of the program
2. research area
3. commencement date
4. thesis submission date
5. supervision arrangements
6. residency or fee-liability type/status
7. location
8. attendance mode and attendance type
9. any coursework required (additional coursework may be discussed with the school after enrolment)
10. any documents required to be provided to UNSW prior to enrolment (please be aware that UNSW conducts back-to-source checks. See section of this instruction “Applying for Admission”, clause 5.2).

9.3. An applicant may receive a conditional offer under the following circumstances

• On the basis of an applicant’s current studies, with an expectation that they will meet the minimum academic requirements within a set period of time.
• In the form of a packaged offer to applicants who have the academic qualifications required for entry, but who do not currently meet UNSW English proficiency requirements. Packaged offers are only applicable for prescribed English courses studied at UNSW College, and are subject to acceptance by UNSW College.

9.4. Applicants who receive a conditional offer need to meet the conditions in their offer letter by the specified date before they can enrol.

10. Deferral of an offer of admission

10.1. Applicants can ask for an offer to be deferred for up to two terms.

10.2. A deferral of up to one year may be considered if there are extenuating circumstances.

10.3. The school and/or faculty will be asked to confirm that appropriate resources, facilities and supervision will still be available at the later commencement date.

10.4. If approved, the applicant is required to meet all of the eligibility criteria for admission for the new term, including English language proficiency, and will be liable for any tuition or other fees at the rate applicable in the year they enrol.

10.5. If the deferral period lapses, the offer is no longer valid. If the applicant would still like to enrol in an HDR program at UNSW, they should contact the Graduate Research School for advice

11. Withdrawal of an offer of admisision or cancellation of enrolment

11.1. UNSW reserves the right to withdraw an offer and/or cancel the enrolment of a person in the following circumstances:

• an offer is made in error
• an offer has been made based on incomplete, inaccurate, fraudulent or misleading information supplied by the applicant or certifying authority. In such cases, fees paid may be forfeited
• supervision and/or resources for the research project are no longer available
• an applicant does not provide information required by the University within the timeframe specified
• an applicant has failed to disclose misconduct findings at any higher education provider
• an applicant has failed to meet any condition of offer by the specified date
• UNSW is not satisfied that an international applicant meets the Genuine Student requirement set by the Australian Government.

12. Offer expiry

12.1. UNSW reserves the right to set an expiry date on offers of admission at its discretion. Applicants who do not accept or defer an offer or enrol by the published deadline will forfeit their offer.

13. Denial of admission

13.1. If an application is unsuccessful, the applicant will be advised of this outcome in writing by the Dean of Graduate Research.

14. Appeal procedures

14.1. If an applicant is not selected for admission to an HDR program, they can appeal the decision if they can demonstrate a lack of procedural fairness or inconsistent use of UNSW policy.

14.2. Appeals must made in writing to the Dean of Graduate Research within 10 working days of the date when they received their application outcome, and include:

• an outline of the grounds for the appeal
• evidence of a lack of procedural fairness or inconsistent use of UNSW policy.

14.3. Once an appeal has been considered by the Dean of Graduate Research, the University does not provide any further internal avenues of complaint or appeal.

15. Acceptance process

15.1. Applicants can accept, defer or decline an unconditional offer online through the UNSW portal.

15.2. When an applicant accepts an offer of admission, they do so under UNSW student enrolment terms and conditions and must abide by UNSW codes and policies throughout their candidature.

15.3. International applicants need to sign a Declaration of Financial Capacity and either pay the deposit or submit sponsorship or other funding information. Once this step has been completed, the GRS will issue them with a Confirmation of Enrolment (CoE). The CoE can be used to apply for a student visa.

15.4. All candidates are required to pay a Student Services and Amenities Fee (SSAF) in each term of enrolment.

15.5. International candidates who gain Permanent Resident status after gaining admission and before the term census date will be recorded as a domestic candidate and will be awarded an Australian Government Research Training Program (RTP) Tuition Fee Offset.

15.6. International candidates who gain Permanent Resident status after the term census date will be liable for tuition fees for that term. Their change in residency status will apply to the following term.

16. Enrolment

16.1. Candidates must keep their enrolment and contact details up-to-date by regularly checking UNSW systems. International candidates must contact the Department of Home Affairs if their details change.

16.2. As outlined in the HDR Progression Procedure, candidates are not permitted to enrol in a UNSW HDR program at the same time as any other degree, diploma or certificate program at UNSW or another higher education provider except with the approval of the Dean of Graduate Research and the relevant faculty. This includes candidates who are under assessment for any component (coursework or research).

16.3. In accordance with the HDR Variation of Candidature Instruction, the Dean of Graduate Research may discontinue enrolment if a candidate is enrolled without approval in more than one program, their applicant documents are inaccurate, supervision arrangements cannot be found in a reasonable time or they don’t have the financial capacity to support themselves. Please refer to the HDR Variation of Candidature Instruction for details.

17. Re-admission process

17.1. Provided a candidate has not had their candidature terminated or they have not been excluded from UNSW, they may apply for re-admission to continue their candidature at UNSW.

17.2. Candidates who apply for re-admission after withdrawing from their course due to a request from UNSW (e.g. lapsed candidature notification, request to Show Cause) need to address the original UNSW request conditions and explain why these conditions were not met. These candidates should contact their Graduate Research School Candidature Management Officer for advice.

17.3. If the candidate was asked to Show Cause, their application for re-admission will be considered in accordance with the Higher Degree Research Show Cause Instruction.

17.4. If a candidate who was asked to Show Cause as a result of failure to achieve confirmation during a previous enrolment applies for admission with a new supervisory team and project, this will be treated as a new candidature.

17.5. Applications for re-admission will be considered by the Faculty HDC, which will make a recommendation to the Dean of Graduate Research. There must be appropriate supervision, facilities and resources for the candidate to carry out their research project.

17.6. If the recommendation is to re-admit the candidate, they must first meet any requirements set by the Dean of Graduate Research before re-enroment in the HDR program.

2. Examination panel

2.1. Every HDR examination is administered by an examination panel, whose role is to:

• review the thesis, and to complete this review before the oral examination (where applicable)
• carry out the oral examination where required
• make a recommendation to the Dean of Graduate Research regarding whether the degree should be awarded and the level of revisions required.

2.2. The examination panel must be composed of:

• a Chair, who will be a UNSW academic with significant experience in HDR supervision
• two external examiners.

2.3. The candidate’s primary supervisor recommends potential examiners to the school Postgraduate Coordinator (PGC) when completing the Nomination of Examiners form. Following this step, the PGC nominates suitable examiners to the Associate Dean Research Training (ADRT) or equivalent.

3. Minimum thesis requirements

3.1. The thesis must be a coherent, scholarly body of work that meets the following minimum requirements:

• an abstract which outlines the problem being investigated, the procedures followed, the general results obtained, and the major conclusions reached
• an introduction that contextualises the research in relation to current knowledge in the field
• chapters that are in a logical sequence presenting a coherent argument that supports the main findings of the thesis
• a discussion that integrates the significant findings of the thesis
• a conclusion that summarises the findings and articulates the candidate’s contribution to knowledge in their discipline.

3.2. In some disciplines, creative work may form part of the thesis. Where the research has a substantial studio/production/exhibition component, the length of the written thesis may be proportionally reduced from the appropriate length of the thesis in the discipline. The Faculty Higher Degree Committee (HDC) will provide guidance on any discipline-specific requirements, which will be detailed on the HDR Hub.

3.3. The thesis must be written in English, with an exception for Doctor of Philosophy candidates in the Faculty of Art, Design and Architecture who may be permitted by the Faculty HDC to write a thesis in an appropriate language as specified in relevant faculty guidelines.  

4. Thesis format

 4.1. The Thesis Format Guide outlines the requirements for the format, length and submission process appropriate to the HDR degree. This is available from the UNSW HDR Hub.

• Candidates should consult their supervisors on any disciplinary formatting conventions.
• Additional discipline specific requirements are provided by Faculty HDCs. 

4.2. Candidates submit their thesis for examination through the Graduate Research Information System (GRIS) with the following certifications:

• a thesis title and an abbreviated abstract which will ultimately appear on the Australian Higher Education Graduation Statement (AHEGS)
• an Originality Statement confirming that the work has been undertaken by the candidate and that any contributions to the research will be explicitly acknowledged in the thesis
• an Inclusion of Publications Statement which outlines whether publications have been included in the thesis, and the candidate’s contribution to those publications.

4.3. Candidates must obtain written permission to reproduce third-party material in their thesis before submitting their thesis for examination.

4.4. Many candidates publish their research during their candidature. Candidates should publish high-quality, peer-reviewed research outputs that are appropriate to their discipline. Candidates who have published their work may include their own publications in their thesis provided that they meet the following criteria:

• The research was conducted during the candidature for the current HDR program.
• The candidate contributed greater than 50% of the content in the publication and is the primary author.
• The publication is not subject to any obligations or contractual agreements with a third party that would constrain its inclusion in the thesis.
• The supervisor and the PGC must approve any publications which are incorporated into the thesis in lieu of a chapter.
• The candidate must complete an Originality Statement when they submit their thesis in GRIS to declare the work they completed and acknowledge any contributions to the research (see 4.2).

4.5. In cases where HDR candidates are co-authors and they want to include the same work in their thesis, both parties must present the work in the thesis in the conventional way, as a chapter, with clear acknowledgement of author contributions

4.6. A publication is defined as work that has either been published, submitted for publication, or is in a format that would be suitable for publication.

4.7. If publications are to be used in lieu of a chapter in the thesis, there must be linking text such as short chapters inserted between publications to contextualise how the work contributes to the overall argument and structure of the thesis.  

5. Early submission requirements

 5.1. In exceptional circumstances, a candidate who demonstrates outstanding research performance may request permission to submit their thesis in less than the minimum program duration outlined in the Higher Degree Research Conditions for Award Procedure. For doctoral programs, this is less than 3 years (FTE). For research master programs, this is less than 1.5 years (FTE).

5.2. The Faculty HDC reviews applications for early submission. Applications must include the following:

• Evidence of outstanding research performance in the discipline which may include publication in leading international journals.
• Final draft of thesis that meets the minimum thesis requirements.
• Supporting documentation from the primary supervisor and PGC confirming that the candidate will not be academically disadvantaged by early submission.
• Confirmation via the Research Progress Review process that the candidate has maintained a high level of achievement throughout their candidature.

6. Thesis submission requirements for candidates

6.1. At least two months before the candidate plans to submit their thesis, they must complete the Notification of Intention to Submit form in GRIS so that the University has time to appoint examiners.

6.2. Candidates may request a thesis embargo of up to two years when they deposit a digital copy of their thesis to the Library. If the candidate needs an embargo for longer than two years they must request approval before thesis submission. All requests for an embargo for longer than two years will be reviewed by the Dean of Graduate Research for approval.

6.3. UNSW is committed to open access of its research outputs and HDR theses are made publicly available by the Library. For this reason, candidates must deposit a digital copy of their final thesis to the Library in order to have their degree conferred.

6.4. If a candidate is undertaking research that includes commercial-in-confidence, potentially patentable, or legally/culturally sensitive material, they should make a plan with their supervisor to structure their thesis for public access before it is submitted for examination.

6.5. There may be situations where the candidate or a third party requires a level of legal protection in the thesis examination, particularly where the thesis contains material that is commercial-in-confidence, may give rise to a patent, or may be legally or culturally sensitive. In these cases, the candidate can request a confidential examination through the Notification of Intention to Submit form. The supervisor must assess whether a confidential examination is required. If they approve the request, the GRS will:

• advise the examiners that a confidential examination has been approved
• facilitate the non-disclosure agreements with the examiners
• advise the candidate of the thesis embargo limits at UNSW.

7. Requirements for supervisors

7.1. Before the thesis can be sent for examination, the primary supervisor must complete the Supervisor’s Certificate on GRIS. Through this process, the supervisor confirms that:

• The thesis is in a format suitable for examination in accordance with section 4.
• The written quality of the thesis is at an examinable standard.
• The thesis is free of plagiarised material and the final version has been reviewed using iThenticate to check for plagiarism.
• The required declarations on originality, authenticity and authorship have been made by the candidate.
• Any publications are included in the thesis in accordance with section 4.
• The data generated from the research has been stored appropriately in accordance with UNSW policies and procedures.

7.2. If the supervisor does not approve the thesis for submission, the process is as follows:

1. The supervisor must advise the candidate and the PGC in writing of the reasons for not approving the submission.
2. If the candidate still wants to submit their thesis without their supervisor’s approval, the candidate and the supervisor must provide a written request to the PGC. The PGC reviews the case and makes a recommendation to the Faculty HDC about a possible pathway to submission.
3. If the Faculty HDC approves the thesis for examination, the HDC is responsible for the nomination of examiners, nomination of Panel Chair, and remaining examination process.
4. If the Faculty HDC decides that the thesis is not ready for examination, the Associate Dean of Research Training (ADRT) will notify the candidate of this outcome and arrange a meeting with the candidate and PGC to determine the level of work required for the thesis to be ready for examination.

8. Nomination of examiners

8.1. Before the planned thesis submission date, the faculty will appoint two external examiners and a Panel Chair.

8.2. The nominated examiners must meet the following criteria:

• be experts in the discipline and academically reputable in the field of the thesis with a significant body of published work, or other publicly recognised output appropriate to the discipline.
• be external to UNSW
• be independent of the conduct of the research and be free from any actual, perceived or potential conflict of interest (COI)
• typically hold a qualification at least equivalent to the level of award being examined
• have previous experience in HDR supervision and/or examination
• for doctoral theses, at least one examiner should be from outside Australia.

8.3. If the candidate raises concerns about a potential examiner, the supervisor must document the issue and avoid nominating the examiner where possible.

8.4. To ensure the best outcome for the candidate, their thesis must be examined independently. The primary supervisor should consult members of the supervisory team and the candidate about potential examiners to determine if there is an actual, perceived or potential COI.

8.5. UNSW uses the ACGR Good Practice Guidelines for Disclosing and Managing Interests in Graduate Research as a basis for establishing a COI and determining the appropriate course of action.

8.6. The supervisor completes the Nomination of Examiners form and provides a robust justification for the suitability of each examiner against the examiner criteria, as well as a declaration of any potential COIs.

8.7. The PGC reviews the Nomination of Examiners form and if there is a potential COI declared, they will liaise with the supervisor and update the nomination with further information where required.

8.8. The PGC nominates the Panel Chair and provide a justification for their suitability and independence from the candidate and the research being examined.

8.9. The ADRT reviews the Nomination of Examiners form, including any declaration of possible COIs, and approve the examiners and Panel Chair. The ADRT should provide an independent and objective assessment of any potential conflicts, and state how these can be managed via an appropriate management plan.

8.10. In cases where a COI has been declared, the Nomination of Examiners will be referred to the GRS, and may be escalated to the Dean of Graduate Research who will make the final decision.

8.11. Examiners must declare any potential COIs. In cases where a COI has been declared, the Nomination of Examiners will be sent to the PGC and ADRT for review. This is then referred to the Dean of Graduate Research for an independent and objective assessment of the potential COI, and whether it can be managed.

8.12. Candidates will be notified of the names of the confirmed examiners and Panel Chair once the Nomination of Examiners process is complete. There must not be any contact between the examiners and the candidate or the supervisors during the examination process as this could compromise the independence and integrity of the examination. This commences once the Nomination of Examiners has been approved and concludes when the examination process is complete.

8.13. If a candidate or supervisor makes contact with an examiner (or vice versa), those involved should contact the GRS for further advice. In some cases, the examination will need to be stopped, and new examiners appointed.

9. Examination criteria

9.1. Examiners assess the thesis component against the following criteria:

• Does the candidate demonstrate an original contribution to knowledge in their field, relative to their degree as outlined in the Higher Degree Research Conditions for Award Procedure.
• Does the candidate critically engage with the relevant literature and the work of others in the field internationally?
• Does the candidate demonstrate an advanced knowledge of research principles and methods related to the discipline?
• Is there clarity in the statement of the overarching thesis, the presented research, its arguments and conclusions?
• Is the thesis written to a standard appropriate to the discipline?

9.2. Where there is an oral component to the examination, examiners assess the candidate’s presentation against the following criteria:

• Does the candidate demonstrate detailed knowledge of the research, as outlined in the thesis?
• Does the candidate demonstrate the originality of the thesis and the contribution it makes to the state of knowledge in the field?
• Does the candidate appropriately defend the methodology and conclusions of the thesis?
• Does the candidate display awareness of limitations of the thesis?
• How well did the candidate address the questions?

10. Written examination process

10.1. HDR candidates in the Doctor of Philosophy, Professional Doctorate and Master by Research programs who enrolled before T1 2023 will complete the written component only.

10.2. All Master of Philosophy candidates and any candidates who commenced from T1 2023 must complete an oral and written component for the examination.

10.3. Examiners are sent a copy of the thesis and the following information for the degree being examined:

• details of the examination panel members
• a provisional timeline for the oral examination
• guidelines for examiners including information about the written and oral components
• payment information and forms.

10.4. The written component is an assessment of the thesis against the criteria for the level of the degree. Examiners will be asked to complete the following within six weeks of receiving the thesis:

• an examination criteria form
• a detailed report on the thesis
• a list of questions that the examiner would like addressed in the oral examination.

10.5. If it is a written examination only, a recommendation on the outcome is required, as detailed in section 12.

10.6. Where a candidate is required to complete an oral examination, the examiners will be asked to recommend if the candidate will proceed to the oral component.

10.7. Where the examiners recommend that a candidate proceed to an oral examination, the Panel Chair will advise the examiners of the date and time of the oral examination. This is expected to be eight weeks after the thesis is sent to the examiners. Before the oral examination, the Panel Chair will:

• Request clarification on issues raised in the reports from the examiners and the supervisors
• Confirm with the Panel how they will conduct the oral examination (see clause 11.5 and 11.6).

10.8. In exceptional cases where examiners feel that it is not in the candidate’s best interests to proceed to an oral examination, the Panel Chair will:

• Consult both examiners to discuss the reports and if the oral examination can proceed.
• Report the concerns to the Dean of Graduate Research.
• The Dean will determine what will be required to revise the thesis to an examinable standard.

11. Oral examination process

11.1. All candidates enrolled from T1 2023 onward will defend their work in an oral examination.

11.2. If a candidate commenced before T1 2023, withdrew from their course, and is then re-admitted during any term from T1 2023, clarity must be provided regarding the conditions for their re-admission. This includes if they will need to participate in an oral examination.

11.3. The oral component is an opportunity for the examiners to discuss issues from the written examination to help finalise the recommendation.

11.4. The oral component also provides an opportunity the candidate to give a presentation to the Panel to demonstrate:

• The core content of the thesis, its methodology and its outcome
• The originality and significance of their work in relation to other scholarship and practice in the field.

11.5. The oral examination can be held face-to-face, online, or in a hybrid format. For online and hybrid meetings, if serious technical issues arise during the meeting, the examination will be stopped and rescheduled later to not disadvantage the candidate. The Panel Chair will document any technical issues.

11.6. Both examiners should be present for the oral examination, however if an examiner is unable to attend, the oral examination will proceed with the remaining examiner. The Panel Chair will ensure all comments and questions from the absent examiner are addressed.

11.7. The Panel Chair sends the examiner reports and the list of questions to the candidate and the Primary supervisor no later than one week before the oral examination date.

11.8. The oral examination has the following elements:

• The Panel Chair introduces the candidate to the examiners and explains how the examination will unfold.
• The candidate gives their presentation on their thesis.
• The examiners ask the candidate questions about the written reports and oral presentation.
• The Panel Chair ensures that all examiners’ comments and questions have been covered.

11.9. The discussion that follows the candidate’s presentation should be rigorous, and the panel should use their questions to guide the candidate through the examination and ask additional questions on any issues that have not been fully addressed. The panel must ensure that the following concerns are addressed:

• Verify the candidate’s contribution to the thesis, including contributions to publications included in the thesis in lieu of chapter(s), the use of editorial assistance and the applications of AI.
• Clarify issues identified in the thesis and determine the nature and extent of any required revisions.
• Ensure that the candidate demonstrates a clear understanding of the contribution of collaborators to the thesis.

11.10. The oral examination will take one to two hours. The Panel Chair must ensure that a break is taken if the examination exceeds two hours in duration. This is so as not to disadvantage the candidate.

11.11. When the examiners are satisfied that all issues and questions have been covered, the Panel Chair will end the examination. The candidate will leave the meeting and the panel will discuss and draft the final report and provisional recommendation.

11.12. The final report from the examination panel must:

• Address the performance of the candidate in all components of the examination.
• Address the criteria outlined in clause 9.2 and document the outcome of the questions asked.
• Provide detail of any revisions required so that it is clear what is expected for the candidate to be awarded the degree.

11.13. The candidate will be invited back into the meeting to be advised of the panel’s provisional recommendation and the next steps.

12. Examination outcomes

12.1. For candidates with both a written and oral component to the examination, the examination panel provides a written report to the Dean of Graduate Research with a provisional recommendation. The report must provide a strong justification for one of the final recommendations, listed in clause 12.3 below. The report outlines any revisions required before the degree can be awarded.

12.2. For candidates with a written component to the examination only, the examiner reports are sent to the Panel Chair for review. The Panel Chair provides a provisional recommendation to the Dean of Graduate Research as listed in clause 12.3 below.

12.3. The recommendations are:

1. Award - award the degree with no further changes
2. Minor Corrections – award the degree after specified minor revisions have been made to the satisfaction of the Dean of Graduate Research
3. Further Work – award the degree subject to revising part or parts of the thesis to the satisfaction of the Dean of Graduate Research
4. Revise and Re-examine – permit the candidate to revise the thesis and resubmit it for examination on one further occasion only.
5. Non-Award – the thesis does not merit the award of the degree and does not demonstrate sufficient merit to warrant resubmission.

12.4. The Dean of Graduate Research reviews the examination and ensures that it has been carried out fairly and that the provisional recommendation is appropriate.

12.5. If the Dean of Graduate Research confirms the recommendation is appropriate, the recommendation becomes final and the candidate will be informed via the GRIS system.

12.6. If the Dean of Graduate Research decides that the recommendation is not appropriate, the Dean informs the Panel Chair. After discussion, the Dean of Graduate Research determines the final recommendation.

12.7. When responding to an examiner report(s), candidates must:

1. address the issues raised by the examiners in a Response to Examiners form and
2. make the required corrections to the satisfaction of the supervisor and Panel Chair. 

12.8. The award of the degree occurs once the corrections have been made to the satisfaction of the Dean of Graduate Research and the recommendation to award the degree is approved.

13. Recommendation of 'Award'

13.1. Where the oral examination recommendation is ‘Award’, the degree can be awarded once the final version of the thesis has been deposited to the Library.

13.2. For candidates with a written examination only, if both examiner reports recommend ‘Award’, the degree can be awarded once the final version of the thesis has been deposited to the Library.

14. Recommendation of 'Minor Corrections' 

14.1. Where the oral examination recommendation is ‘Minor Corrections’, the candidate must make the required corrections to the thesis and complete the Response to Examiners form to the satisfaction of their supervisor and the Panel Chair.

14.2. For candidates with a written examination only, if both examiners recommend ‘Minor Corrections’, or a combination of ‘Award’ and ‘Minor Corrections’, the candidate must make the required corrections to the thesis and complete the Response to Examiners form to the satisfaction of the supervisor and Panel Chair.

14.3. The Panel Chair reviews the corrections and Response to Examiners form and if satisfied, makes a final recommendation to the Dean of Graduate Research to award the degree.

14.4. Candidates have two weeks to complete their corrections.

15. Recommendation of 'Further Work'

15.1. If the oral examination recommendation is ‘Further Work’, the final report outlines the level of changes required. 

15.2. For written examination only, if one or both examiners recommend ‘Further Work’, the reports are sent to the Panel Chair to review. The Panel Chair sends the reports to the candidate and the supervisor.

15.3. The candidate is required to make the corrections and complete the Response to Examiners template to the satisfaction of their supervisor. The supervisor submits this to the Panel Chair for review.

15.4. If satisfied that the corrections and the Response to Examiners template are at the standard required, the Panel Chair provides the Faculty HDC with a recommendation.

15.5. The HDC reviews the Panel Chair’s recommendation, the corrections, and the Response to Examiners template, to determine whether they are at an appropriate level for the degree. If the HDC believes that additional corrections are required, this will be documented, and the Panel Chair will advise the candidate and supervisor what is required.

15.6. Once satisfied with the changes that have been made, the Faculty HDC will make a final recommendation to the Dean of Graduate Research to award the degree.

15.7. Candidates have six weeks to complete the corrections.

16. Recommendation of 'Revise and Re-examine'

16.1. If the oral examination recommendation is ‘Revise and Re-examine’, the report will be sent to the Dean of Graduate Research to ensure the examination process has followed this instruction.

16.2. For a written examination only, if both examiners recommend ‘Revise and Re-examine’, the reports are sent to the Dean of Graduate Research to ensure the examination process has followed this instruction.

16.3. The Panel Chair makes a recommendation on the amount of time the candidate needs to work on the revisions. Typically, the candidate will need to re-enrol for at least two terms (FTE) to complete the work. If more time is required, the Panel Chair can recommend a longer period of enrolment up to a maximum of 1 year (FTE).

16.4. The Dean reviews the case and confirms with the candidate the period of re-enrolment. The candidate is provided with the examination reports which outline the work required to revise the thesis to the required standard.

16.5. Once re-enrolled, the candidate is subject to the same UNSW policies and procedures as for any currently enrolled candidate. This includes undertaking Research Progress Reviews.

16.6. Where possible, the original examination panel will be used to re-examine the thesis. The Panel are sent all components of the previous examination.

16.7. The candidate resubmits the thesis for re-examination and the oral examination should proceed as outlined in section 10 and 11.

16.8. A candidate is permitted to revise and be re-examined once. As a result, the outcome of the second oral or written examination can only be ‘Award’, ‘Minor Corrections’, ‘Further Work’ or ‘Non-Award’.

16.9. The final examination reports, the Response to Examiners template and recommendation are sent to the Dean of Graduate Research, who decides whether to award the degree.

17. Recommendation of 'Non-Award'

17.1. If the oral examination recommendation is ‘Non-Award’, the report is sent to the Dean of Graduate Research to ensure the examination process has followed this instruction.

17.2. For written examination only, if both examiners recommend ‘Non-Award’, the reports are sent to the Dean of Graduate Research to ensure the examination process has followed this instruction.

17.3. For PhD candidates, the examiners must have considered whether the candidate can meet the requirements for a Master by Research as an alternate recommendation to ‘Non Award’

17.4. For Professional Doctorate candidates, the examiners must have considered whether the candidate can meet the requirements for a Master by Research or Master of Philosophy as an alternate recommendation to ‘Non Award’.

17.5. The report(s) are sent to the Panel Chair for review and discussion with the primary supervisor and the candidate. The Panel Chair provides a report to the Faculty HDC with a recommendation.

17.6. The Faculty HDC reviews the case and provide a recommendation with a comprehensive justification to the Dean of Graduate Research.

17.7. The Dean of Graduate Research reviews the Faculty HDC recommendation and examination materials and may use an Independent Assessor to assist with the decision. The Dean will notify the candidate, supervisor and Panel Chair of the final outcome.

18. Divergent reports (candidates with written examination only)

18.1. Candidates who only have the written examination component may receive divergent examiner reports. For example, one examiner recommends the thesis can be awarded (with or without corrections) and the other examiner recommends either a ‘Revise and Re-examine’ or a ‘Non-Award’. These cases will proceed to an oral examination.

18.2. Where divergent reports have been received, the Panel Chair is required to hold a meeting with the examiners and produce a report for the Dean of Graduate Research that:

• summarises the discussion
• outlines the main areas of concern that are to be address at the oral examination
• outlines how the thesis component can be revised to address the unsatisfactory elements.

18.3. Once approved by the Dean of Graduate Research, the Panel Chair is required to provide the candidate with a summary of the discussion with the examiners and copies of the examiner reports.

18.4. The oral examination will be conducted no less than one week after the candidate receives the information listed in 18.3. The oral examination will follow section 11 of this instruction.

19. Independent assessor

19.1. In cases where additional advice on the examination is needed, an assessor who is independent of the process may be appointed to help the Dean of Graduate Research with the recommendation.

19.2. The Independent Assessor may be asked to assist in the following circumstances:

• Reviewing the examination process and providing advice to the Dean of Graduate Research on whether the examination has been carried out in accordance with this instruction
• In cases where a candidate is required to ‘Revise and Re-examine’ and the original examiners may no longer be available to re-examine the thesis
• In cases of ‘Non-Award’ for doctoral candidates, whether the degree of Master by Research is possible and what changes would be required to achieve this.

19.3. The Independent Assessor considers all the material provided and weighs up the reports from the examiners. The assessor is not asked to examine the thesis, but to consider all the material and make a recommendation to the Dean of Graduate Research on the examination outcome.

19.4. The Independent Assessor provides a report with recommendations to the Dean of Graduate Research. The Dean notifies the candidate of the final examination recommendation and the next steps.

20. Non-availability of examiners

20.1. Where an examiner has not provided a report by 8 weeks, a new examiner may need to be appointed to not disadvantage the candidate with delays to the examination process.

20.2. Examiners are appointed as per the steps outlined in section 8.

21. Appeal of 'Non-Award' outcome

21.1. If the candidate receives a final examination outcome of ‘Non-Award’, they may appeal to the University via the complaints process described in the Complaints Management and Investigations Policy & Procedure. The appeal can only be lodged on the grounds of procedural fairness.

22. Roles and responsibilities

22.1. The HDR candidate is responsible for:

• Preparing and submitting their thesis for examination.
• Ensuring the research described in the thesis was completed during the period of enrolment for the degree and that it is a true account of their own research.
• Ensuring that the research was conducted in accordance with the Australian Code for the Responsible Conduct of Research and related UNSW policies and procedures.

22.2. The supervisors are responsible for:

• Providing formal advice on progress of the thesis to the candidate throughout the degree, especially before submission of the thesis.
• Ensuring that the thesis is in a format suitable for examination and that the candidate has followed the procedures required for thesis submission (in the case of primary supervisor). 
• Ensuring that the candidate is prepared for the oral component, where required.
• Ensuring the candidate understands the Australian Code for the Responsible Conduct of Research and related UNSW policies and procedures.
• Providing recommendations to the Postgraduate Coordinator on the nomination of suitable examiners of the thesis.
• Supporting the candidate in addressing the revisions requested by the examination panel.

22.3. The Postgraduate Coordinator (PGC) is responsible for:

• Nominating suitable examiners to the HDC following recommendation from the supervisors.
• Ensuring that the examiners are appropriate for the thesis and that the examination can be carried out independently and free from perceived or actual bias.
• Nominating the Panel Chair to the HDC. 

22.4. The examiners are responsible for:

• Providing a fair, independent and expert assessment against the examination criteria and a written report evaluating the thesis.
• Providing a fair, independent and expert assessment against the examination criteria and a written report evaluating the creative or practice-based project.
• Being the academic lead in the oral component of the examination, asking questions of the candidate on the subject of the thesis as well as matters relevant to the field/s to which the thesis belongs.
• Discussing with the candidate the issues raised in the initial written report.

22.5. The Examination Panel Chair (Panel Chair) is responsible for:

• Ensuring that all aspects of the examination proceed appropriately.
• Ensuring that the examiners have reached a consensus on the final recommendation in an oral exam.
• Based on the examination component/s, providing a recommendation on the award of the degree.  

22.6. The Faculty Higher Degree Committee (HDC) or delegate is responsible for:

• Reviewing the nomination of examiners, confirming that the examiners are appropriate and free from perceived or actual COI.
• Appointing the examiners.
• Managing the examination process in situations where the primary supervisor has not signed the supervisor certificate.
• Reviewing thesis revisions for recommendations of Further Work.
• Reviewing a recommendation of Non Award.

22.7. The Dean of Graduate Research is responsible for:

• Ensuring compliance with this instruction.
• Determining whether the HDR candidate has satisfied the requirements for the award of the degree.

2. Develop a plan for completion and participate in a final on-time Research Progress Review

2.1. If the candidate is at risk of not being able to submit their thesis on time, they must participate in a Research Progress Review (review) and develop an overtime completion plan for submission which details the following:

• intended thesis submission date
• outline of the thesis chapter structure
• percentage of each chapter that is complete
• status of supervisor review for each chapter
• reasons for the delay in submission
• detailed and realistic timeline for completion
• new milestones that will lead to completion, which will be used to assess the candidate’s progress if they are approved for overtime enrolment.

2.2. This review needs to take place in the term the candidate reaches 4 EFTSL (doctorate) or 2 EFTSL (research master). 

2.3. The review assesses the candidate’s progress to date, and whether their plan for overtime enrolment is feasible. It also establishes new milestones that will be used to assess the candidate’s progress if their overtime enrolment request is approved.

2.4. The outcome of this review must be “not on track for on-time submission” (i.e. Marginal or Unsatisfactory) because the candidate has not been able to submit their thesis within the maximum duration for their degree.

3. Apply for overtime enrolment

3.1. Once the final on-time review has taken place, the candidate submits a variation of candidature request through GRIS and attaches appropriate supporting documentation including the following information from their review:

• detailed and realistic timeline for completion
• feasible milestones

3.2. The candidate can propose up to 1.0 EFTSL of overtime enrolment (4 terms for full time candidates; 8 terms for part time candidates).

3.3. If approved, they will be regularly reviewed against their overtime completion plan to ensure that they remain on track to submit by the new deadline.

3.4. The candidate must submit their request for overtime enrolment before the start date of the term when their overtime enrolment begins.

4. First overtime review

4.1. The candidate participates in a follow-up review approximately 0.25 EFTSL (3 months full time, 6 months part time) from the date of their last review, unless they have submitted their thesis for examination.

4.2. This review will assess the following:

• Is the candidate on track to complete according to the completion plan by the newly approved submission date?
• Are they meeting the milestones set at their last Review?

4.3. The outcomes that are possible at this review are outlined in Table 1 below.

Table 1 First overtime review outcomes

5. Subsequent overtime reviews

5.1. If the candidate receives a Satisfactory outcome in the first overtime review, they will participate in a review every three months full-time equivalent (up to 1.0 EFTSL overtime) where they are assessed against their original overtime completion plan.

5.2. If the candidate is not meeting the milestones that have been set, they will receive a Unsatisfactory outcome. If this is followed by a second Unsatisfactory review, they will be asked to Show Cause (see HDR Show Cause Instruction).

6. Show cause at 1.0 EFTSL of overtime enrolment

6.1. If the candidate has not submitted their thesis by the time they reach 1.0 EFTSL of overtime enrolment, they will automatically be asked to Show Cause.

6.2. For detailed information about the Show Cause process, please refer to the HDR Show Cause Instruction.

2. Review panel

2.1. The Postgraduate Coordinator (PGC) appoints a Review Panel (panel) of at least two members who meet the following criteria:

• A Panel Chair who is either the PGC or an academic staff member who is eligible to be a primary supervisor and has significant experience in supervising candidates to completion.
• One other member who holds an appointment at UNSW academic level B or higher.
• Members should have qualifications and experience in a discipline(s) that is relevant to the candidate’s research area.
• Only one member can be an early career researcher.
• Only one member can be external to UNSW.

2.2. The panel should be free from actual, perceived or potential conflicts of interest with the candidate, their supervisors, and their research. For this reason, the panel must not include:

• Any member of the candidate’s supervisory team from any point during their enrolment.
• Academics who are supervised by any member of the supervisory team.
• Academics who are active research collaborators with any member of the supervisory team.

2.3. Where possible, candidates have the same panel members throughout their candidature.

3. Milestones

3.1. Reviews assess a candidate’s progress against milestones.

3.2. At the Confirmation Review, doctoral candidates need to demonstrate that they meet the following Confirmation milestones:

• Critical review of the research area (typically a literature review) written to a doctoral standard.
• Feasible and detailed research plan written to a doctoral standard.
• Completion of the UNSW research integrity and research data management training.
• Completion of any school and/or faculty Confirmation requirements.
• Demonstrated their capacity to undertake research at the standard expected of a Doctoral degree.

3.3. For all other Reviews, candidates and supervisors work together to develop milestones that are realistic, achievable and aligned with the candidate’s research goals and enrolment status.  

4. Review process

 4.1. The school sets a review date and makes the review form in GRIS available to the candidate and supervisors. The school must communicate these details with the candidate and supervisors.

4.2. If there are remedial actions that aren’t included in the form, the PGC will include them in their communication with the candidate and supervisors and send a copy to the GRS.

4.3. The candidate completes their section of the Review form in GRIS by the deadline provided by the school. If there are technical, academic or personal issues impacting their progress, the candidate should include them in the review form.

4.4. The candidate attaches the following supporting documentation in GRIS:

• Outline of achievements since the previous review against the agreed milestones.
• (for a Confirmation Review) evidence that the Confirmation milestones have been met.
• Copy of the oral presentation slides, and any documentation or material they will discuss during this presentation.
• Evidence that all mandatory UNSW training requirements have been completed.
• Milestones for the next 12 months and beyond.
• Timeline and milestones for completion of the thesis.
• Evidence that they have met any faculty and/or school requirements.
• If preparing to submit thesis, a table of contents and their progress for each section.

4.5. The review can be held in person or online.

4.6. Candidates may request that they have a support person attend the Review. It is expected that this person would be in an observer’s role, but the panel may request their input if required.

4.7. Candidates give an oral presentation on their research and progress. This may be a closed presentation just for the panel, or an open presentation to the school.

4.8. Following the presentation, the panel holds a review meeting where both the candidate and supervisors have an opportunity to meet with the panel independently.

4.9. If a candidate does not attend their review or submit their section of the form with supporting documentation in GRIS by the deadline, they will receive a Show Cause request (see the Higher Degree Research Show Cause Instruction for details).

5. Review outcomes

5.1. The panel will record one of the following outcomes.

Table 1. Research progress review outcomes

5.2. If a Confirmation Review has taken place, the panel will record an outcome from Table 2 below.

Table 2. Confirmation Review outcomes

6. Part-time doctoral candidates

6.1. All candidates are required to participate in a review at least once each year of enrolment. Doctoral candidates enrolled in a part-time study load will not reach 0.75 EFTSL in their first year of enrolment. For this reason, they are required to participate in a pre-Confirmation Review.

6.2. The candidate and supervisor set appropriate milestones for this review.

6.3. If the candidate meets the agreed milestones, the outcome will be “Satisfactory prior to Confirmation”.

6.4. The candidate then participates in the Confirmation Review where they show that they meet the UNSW Confirmation milestones (see section 3 above).

7. Marginal or Unsatisfactory outcome

7.1. An additional review is scheduled in three months for full-time candidates, or six months for part-time candidates.

7.2. The panel helps the candidate and supervisor to develop new milestones that address the factors impacting the candidate’s progress.

7.3. If the candidate has completed Confirmation, they are not enrolled overtime, and their previous review outcome was Marginal, the outcome of the additional review is either Satisfactory or Unsatisfactory.

7.4. If the outcome of the previous review was Unsatisfactory, and few/none of the agreed milestones have been met, the candidate is asked to Show Cause (see the Higher Degree Research Show Cause Instruction for details).

7.5. A range of resources and support services are available to UNSW candidates. Visit the HDR Hub for details. 

7.6. If a supervisor or panel recommends that a doctoral candidate transfer to a master level program, the candidate is informed of the reasons for this recommendation in writing following the review.

7.7. If the candidate needs to transfer from a doctoral level program to a master level program, they need to submit a program transfer request using the variation of candidature form in GRIS, as outlined in the Higher Degree Research Variation of Candidature Instruction.

8. Candidate support plan

8.1. Any mitigating circumstances raised during a review will be proactively and sensitively managed to prioritise the candidate’s health and wellbeing. Milestones should be reviewed to ensure that they are realistic and achievable under the circumstances, and options such as program leave, part-time enrolment and/or sick leave can be explored.

8.2. A candidate support plan may be developed to support candidates who are at risk of not completing their degree on time.

8.3. A candidate support plan will:

• Outline a pathway to completion that includes feasible timelines and milestones.
• Identify appropriate support and monitoring processes (including timing and frequency of Reviews).
• Be developed in consultation with the candidate, supervisors, the PGC and ADRT and relevant student support services, and approved by the Dean of Graduate Research or delegate.

8.4. Equitable Learning Services (ELS) can provide support to candidates experiencing ongoing health conditions that impact their studies and give advice to PGCs and supervisors about any reasonable adjustments needed.

9. Program leave and reviews

9.1. Candidates should participate in a review within three months of their return from program leave to review their milestones and timeline.

9.2. If a candidate is unable to achieve the milestones set at their last review because they took program leave, the panel should adjust the milestone due dates and/or determine if the milestones need to change.

9.3. If a candidate is approved for program leave during a period where a review has been scheduled, the review should take place after the candidate returns from leave. If program leave is taken after a Marginal or Unsatisfactory outcome requiring an additional review, the candidate must meet with their supervisor and PGC once they re-enrol to revise their milestone due dates and review scheduling in line with the leave period.

10. Overtime enrolment and maintaining progress

10.1. If a candidate is not able to complete their degree on time, they may apply for overtime enrolment using the process outlined in the Higher Degree Research Overtime Enrolment Instruction.

10.2. Candidates who apply for overtime enrolment are required to participate in regular reviews to ensure that they remain on track to submit their thesis by their new submission date. For more information, please refer to the Higher Degree Research Overtime Enrolment Instruction.

11. Reviews for candidates who revise and resubmit their thesis

11.1. Candidates who have been asked to revise and resubmit their thesis for re-examination are re-enrolled and asked to develop a detailed timeline to completion. The process for thesis revisions is outlined in the Higher Degree Research Examination Instruction.

11.2. Candidates and supervisors meet within the first month of re-enrolment to set milestones that align with this timeline and send these milestones to the PGC and GRS.

11.3. The candidate’s progress is monitored through a review every two terms (regardless of full-time or part-time enrolment).

11.4. The conduct of the review and the review outcomes should be the same as those detailed in section 5, with the following exception: if a candidate is asked to Show Cause, and their response is Unsatisfactory, their degree will not be awarded.

12. Managing supervision issues

12.1. Candidates may feel reluctant to raise supervision issues during a review. For this reason, all candidates are given the opportunity to meet with the panel alone so that they can raise any issues without their supervisors present (see 4.8 above).

12.2. If the panel is made aware of a dispute or breakdown in the relationship between the candidate and the supervisor, both the candidate and the supervisor should be given the opportunity to meet with the panel separately to discuss the situation.

12.3. The panel discusses any such concerns with the PGC.

12.4. If a change in supervision arrangements is recommended, the candidate needs to request the change using the Variation of Candidature form in GRIS (see the Higher Degree Research Supervision Instruction and the Higher Degree Research Variation to Candidature Instruction for details).

12.5. If the panel or PGC needs support with managing any issues that have been raised, they can consult with Head of School, ADRT or equivalent, or the Dean of Graduate Research.

13. Appeals and complaints

13.1. A candidate can appeal a Review outcome or any recommended action if they can demonstrate that UNSW policy or procedure has not been followed or applied consistently.

13.2. Appeals must be sent to the PGC within 10 working days of the review outcome being published. The PGC will refer the matter to the Faculty HDC for consideration.

13.3. Examples of types of issues that a candidate could raise in an appeal include:

• conflict of interest on the panel
• failure of the panel to consider all of the issues raised by the candidate
• failure of the panel to measure progress against the agreed milestones.

13.4. If the PGC is the Panel Chair, the candidate may send their appeal to the ADRT (or equivalent).

13.5. The Faculty HDC will consider the appeal, and the HDC Chair will advise the candidate whether the appeal has been upheld and outline appropriate actions resulting from the appeal outcome.

2. Eligibility

2.1. To be eligible for a RTP scholarship or fees offset, candidates must meet the eligibility requirements set out in the Higher Education Support (Commonwealth Scholarships) Guidelines 2025:

• The candidate must be either a domestic or international student as defined in the Higher Education Support Act and be enrolled in a UNSW HDR program.
• In relation to an RTP Tuition Fees Offset, the candidate must not receive an equivalent award or scholarship from the Commonwealth designed to offset HDR tuition fees.

2.2. Applicants must also meet the following UNSW eligibility requirements:

• Meet the admission requirements for a UNSW HDR program as outlined in the Higher Degree Research Admissions Instruction.
• Be enrolled on a full-time basis unless approved for a part-time award in accordance with section 9.
• Be enrolled at a UNSW approved location and meet the minimum residency requirement of two-thirds of their degree at the University or a UNSW affiliated institution during their candidature.
• Not receive an equivalent award or scholarship.
• Meet the UNSW eligibility criteria for a RTP Tuition Fees Offset:
  • Be a Domestic candidate whose proposed candidature meets the objectives of the RTP scheme.
  • Be an International candidate who is awarded an RTPI living allowance stipend.

2.3. To continue receiving a scholarship, candidates must:

• Spend 35-40 hours per week on their research (full-time) or 15-20 hours per week (part-time) for a total of 48 weeks per year.

3. Application process

3.1. Scholarship application rounds for domestic and international applicants are advertised on the UNSW website.

3.2. Applicants need to submit a complete application before the advertised deadline. Incomplete applications are put into the next application round once all outstanding documentation and information has been received.

3.3. Prospective candidates can apply for a scholarship at the same time as applying for admission using the UNSW system.

3.4. Enrolled candidates can apply for a scholarship providing they have not completed more than 5 terms of enrolment (full-time) or 10 terms (part-time). Candidates send their application directly to the GRS using the process outlined on the HDR Hub.

4. Application outcomes

4.1. Scholarships are awarded based on merit, and in accordance with the objectives of the RTP scheme and the research excellence, research capacity, and equity and diversity goals of UNSW.

4.2. Priority is given to applicants who:

• Have not already been awarded a research degree at the level for which they are applying.
• Have not already been awarded a scholarship to cover living costs.

4.3. All scholarship holders are provided with a scholarship letter of offer which includes the terms and conditions for the particular scholarship awarded.

4.4. Scholarship holders may defer the commencement of their scholarship. Details about conditions for deferrals are outlined in the scholarship letter of offer.

5. Faculty and school scholarships

5.1. Faculties and schools are responsible for the application, selection and outcome processes for faculty and school scholarships.

5.2. Once an applicant has been selected, the faculty/school provides the applicant with the outcome, and notifies the GRS who then arranges payment.

6. Residency change

6.1. If an International applicant is granted a Australian permanent residency or citizenship during the application, their application is assessed for a domestic scholarship.

6.2. If an International applicant is granted a change of residency after they have received a scholarship offer but before they enrol in their degree, their application is assessed for a domestic scholarship in the next scholarship application round. This may delay their commencement.

6.3. If an International scholarship holder is granted a change of residency after they have enrolled, this will be managed through the standard UNSW change of residency process outlined on the UNSW website.

7. Benefits

7.1. The benefits for each HDR scholarship is outlined in the scholarship offer letter. They may include:

• living allowance stipend
• tuition fee offset
• overseas student health cover (OSHC) allowance
• relocation allowance
• thesis allowance.

7.2. A living allowance stipend provides financial support to a candidate to assist with their general living costs while undertaking an HDR program.

7.3. Scholarships at the maximum RTP rate may be offered when it aligns to the University's strategy. These are advertised on the HDR Recruitment website as and when they are available.

7.4. Living allowance stipends are paid on a fortnightly basis into a nominated Australian bank account opened in the candidate’s name.

7.5. Living allowance stipends paid at the full-time rate are not considered taxable income.

7.6. Living allowance stipends for approved part-time candidates are awarded at 50% of the full-time scholarship rate. Part-time scholarships are considered taxable income by the Australian Government.

7.7. An RTP tuition fees offset scholarship pays for the full cost of the HDR candidate’s tuition fees for the scholarship duration as outlined in section 8 below. If a candidate is enrolled longer than the maximum duration of the scholarship, they may become liable for any remaining tuition fees.

7.8. Scholarships for International candidates may include an allowance for OSHC at the single rate of UNSW’s preferred provider for the duration of the scholarship. This rate is advertised on the UNSW website, and must be claimed when the candidate commences their degree.

7.9. A scholarship holder may claim a relocation allowance upon commencement of their HDR program. To claim this allowance, the candidate must meet the following criteria:

• Resided outside Australia or outside NSW and the ACT at the time that they applied for the scholarship.
• Did not study at an institution in NSW or the ACT within the 12 months prior to applying for the scholarship.

7.10. If included in the scholarship offer letter, a scholarship holder may be able to claim a thesis allowance to help cover the costs of producing a thesis once they have submitted their thesis for examination. The claim must be submitted before they have completed their degree.

8. Scholarship duration

8.1. Unless the scholarship offer letter states otherwise, the standard scholarship/award duration outlined in Table 1 applies:

Table 1. Scholarship/award duration (full-time equivalent)

8.2. The standard duration of a Tuition Fee Scholarship may be changed for joint scholarship schemes such as those arranged with international sponsors.

8.3. The standard scholarship duration will be reduced by relevant periods of study completed before the commencement of the scholarship.

8.4. The award duration will be increased by the length of any approved scholarship suspension while the candidate is studying. Suspensions of up to six months will be considered under specific circumstances, such as to undertake an Industry Internship.

8.5. The duration of a living allowance scholarship is extended by periods of approved extended sick leave, parental leave, and paid family and domestic violence leave as outlined in section 12.

9. Part-time awards

9.1. International candidates can only receive a part-time award if permitted under the conditions of their visa.

9.2. Part-time living allowance stipends are awarded at 50% of the full-time scholarship rate, for the full-time equivalent duration, and are considered taxable by the Australian Government.

10. Withdrawal of a scholarship offer

10.1. UNSW reserves the right to withdraw an offer and/or cancel the enrolment of a candidate in cases where:

• An offer is made in error.
• An offer is made based on incomplete, inaccurate, fraudulent or misleading information supplied by the applicant or certifying authority. In such cases, fees paid may be forfeited.
• Funding prior to commencement of the scholarship is no longer available.
• An applicant does not provide information required by the University within the timeframe specified.
• An applicant has failed to disclose prior misconduct findings at any higher education provider.
• UNSW is not satisfied that an international applicant or candidate meets the Genuine Temporary Entrant or Genuine Student requirements set by the Department of Home Affairs.

11. Income from other sources

11.1. Scholarship recipients must not receive an additional primary or an equivalent award or scholarship, covering living stipend and/or tuition fees. 

11.2. International candidates must check the conditions of their visa before undertaking paid employment.

12. Leave

12.1. Unless the scholarship letter of offer states otherwise, scholarship holders are entitled to the types of paid leave listed in Table 2.

12.2. Unless the scholarship letter of offer states otherwise, scholarship holders may also take unpaid program leave for one term or longer by following the process in the Higher Degree Research Variation of Candidature Instruction.

12.3. For the purposes of leave, a “working day” is a week day (Monday to Friday).

12.4. International candidates should check the conditions of their visa before applying for leave.

Table 2. Paid scholarship leave

13. Variation of candidature

13.1. The process for making changes to a candidature is outlined in the HDR Variation of Candidature Instruction. Some candidature changes impact HDR scholarships.

13.2. Scholarship holders should check the scholarship terms and conditions and contact their funding provider before requesting any change to their research program or supervision.

13.3. Scholarship holders may apply for permission to work away from a UNSW location due to research reasons, using the variation of candidature process.

13.4. If a scholarship holder is found to be working away without permission, their scholarship (including any tuition fees offsets) will be terminated.

13.5. A scholarship holder who is approved to transfer from a Research Master level program to a Doctoral level program may continue to receive their scholarship. The maximum scholarship duration will be that of the new program, as outlined in Table 2.

13.6. If a scholarship holder transfers from a Doctoral level program to a Research Master level program, the maximum duration of the scholarship will be two years (FTE) from the date that the candidate commenced the Doctorate. If the scholarship has already been held for more than two years (full-time equivalent), it will end on the date of the transfer.

13.7. If a candidate transfers from another institution to UNSW, they may be eligible to apply for a UNSW scholarship. If the candidate has already withdrawn from the prior degree, they can apply for a scholarship if their prior consumption is less than described in clause 3.4. The candidate can select scholarship consideration using the UNSW apply online system, when they apply for admission to UNSW.

13.8. If the candidate previously held a primary scholarship at the other institution, the time that they held the previous scholarship will be deducted from the standard scholarship duration in Table 2.

14. Termination

14.1. UNSW will terminate an HDR scholarship if the scholarship holder:

• Has their candidature discontinued.
• Withdraws from the HDR Program.
• Is no longer enrolled and has not requested a period of leave.
• No longer meets the eligibility requirements outlined in this instruction.
• Changes research topic and/or supervision and, as a result of this change, no longer meets the scholarship terms and conditions.
• Submits their thesis for examination.
• Remains enrolled after the maximum scholarship duration has ended.
• Does not resume study at the conclusion of a period of leave.
• Has changed from full-time to part-time enrolment and does not have approval to receive the scholarship part-time.
• Has not provided true, accurate and complete information in relation to their scholarship application and/or scholarship tenure.
• Is in breach of this instruction, UNSW policies, or any condition of the scholarship as outlined in the scholarship letter of offer.

15. RTP or other funding acknowledgements

15.1. Candidates who hold an Australian Government RTP stipend or RTP fees offset must acknowledge the Australian Government’s contribution to their candidature during enrolment and after completion of their degree in their thesis, on their ORCID, and in any publications arising from their HDR research. The acknowledgement must include the following statement: 

This research was supported by the Commonwealth through an Australian Government Research Training Program (RTP) Scholarship [DOI: https://doi.org/10.82133/C42F-K220] .

15.2. Candidates who hold other sources of funding must acknowledge the funder’s contribution to their candidature during enrolment and after completion of their degree, in both their thesis and any publications arising from their HDR research. Suggested text is as follows: 

This research has been supported by [insert scholarship name].

16. Industry engagement and other enrichment activities

16.1. If a candidate undertakes an industry placement, research internship, or similar professional practice activities, it may impact their scholarship e.g. change to scholarship duration, changed stipend rate.

16.2. In some cases, an agreement needs to be signed. In others, a Variation of Candidature may be required.

16.3. Candidates who take up these opportunities should contact the GRS to ensure that their scholarship entitlements and eligibility are met, and all required documentation has been completed.

17. Appeals and complaints

17.1. Appeals and complaints about the application of these procedures are managed in accordance with the Complaints Management and Investigations Policy.

2. Show cause request process

2.1. A candidate may be asked to Show Cause in the following situations:

• Thesis not submitted after 1.0 year full-time equivalent (FTE) of overtime enrolment.
• Unsatisfactory progress.
• Did not attend a review or failed to complete the review form in a timely manner.
• For doctoral candidates: failure to successfully complete Confirmation within 1.25 years FTE from commencement.

2.2. In these cases, the candidate will receive a Show Cause Request from the Dean of Graduate Research asking them to Show Cause as to why they should remain enrolled in their degree. Candidates have 20 working days to respond. If they do not respond by the due date, their candidature will be discontinued.

3. Candidate response

When a candidate receives a Show Cause Request, they can either submit a written response to the Faculty Higher Degree Committee (HDC) or withdraw from their degree.

Submit a Show Cause response

3.1. A candidate’s written response to stay enrolled in the degree should include the following:

• A statement explaining the circumstances that led to the Show Cause, how these circumstances will change and any ongoing issues will be managed so that the candidate can complete their degree in a timely manner. If the candidate has been asked to Show Cause because of Unsatisfactory progress, they need to explain why they were unable to achieve the milestones that were not met.
• A realistic plan for how they will complete their degree, including a feasible, detailed timeline to completion with achievable and measurable milestones and a realistic thesis submission deadline.
• Supporting documentation for any of the above.

3.2. The candidate can submit their thesis as a suitable response to a Show Cause request if the following can be done within the 20 working day period:

• The candidate finalises their thesis.
• The supervisor completes their supervisor’s certificate in GRIS confirming that the thesis is ready for examination.
• See the HDR Examination Instruction for details regarding the requirements for thesis submission.

Withdraw from the degree

3.3. If the candidate does not have a clear plan for how they will progress their research and complete their degree, and is not able to respond to the Show Cause request as outlined in section 3.1 above, they are strongly encouraged to withdraw from the degree.

3.4. Any candidate who chooses to withdraw may apply for re-admission to the degree in the future (see section 7).

Failure to achieve Confirmation

3.5. Candidates who have been asked to Show Cause because they have failed to complete Confirmation within 1.25 years FTE from commencement are at risk of not being able to complete their degree on time. For this reason, a change of supervision and/or project is not considered a satisfactory response to Show Cause.

3.6. When responding to the Show Cause request, the candidate must demonstrate that they have now met all of the Confirmation requirements.

3.7. A doctoral candidate may transfer to a Master by Research in response to a Show Cause request if they are able to demonstrate that they can complete their degree within the specified time limit.

4. Faculty HDC review

4.1. The Faculty HDC will review the candidate’s response and assess whether the concerns raised in the Show Cause Request have been addressed, and there is a realistic and feasible plan for completion.

4.2. Based on this review, the Faculty HDC will recommend one of the outcomes listed in section 5 and section 6 below.

5. Satisfactory response

5.1. The candidate will receive a letter from the Dean of Graduate Research with a list of conditions that they need to meet to stay enrolled including:

• Thesis submission by the deadline specified in the candidate’s response to Show Cause
• Complete a Research Progress Review in 3 months (FTE) from the date of the letter. At this review, the candidate must meet all milestones due within the review period.

5.2. A review will be held the end of the milestone period (normally 3 months if full-time, 6 months if part-time).

5.3. If the candidate has met the milestones in the letter from the Dean of Graduate Research and can demonstrate that they are on track to submit their thesis by the new thesis submission deadline, they will stay enrolled. If the milestones have not been met, the candidate will be discontinued from their degree.

6. Unsatisfactory response

6.1. If the Faculty HDC recommends that the enrolment be discontinued, the candidate will be invited to meet with the Dean of Graduate Research to discuss this recommendation. This is an opportunity for the candidate to raise any outstanding matters that they feel have not been addressed.

6.2. Following this meeting, the Dean of Graduate Research determines whether the candidate will remain enrolled or be discontinued. The Dean of Graduate Research notifies the candidate of the outcome.

7. Applying for re-admission after discontinuation

7.1. If a candidate is discontinued after an Unsatisfactory response to a Show Cause request (including situations where a candidate fails to meet Show Cause conditions), and they apply for re-admission to the degree in the future, they must address the points raised in the original Show Cause request including any conditions set by the Dean of Graduate Research. Their application will also be reviewed by the Faculty HDC. This process is outlined in the Higher Degree Research Admission Instruction.

7.2. Candidates who apply for re-admission after failure to achieve Confirmation must detail how they plan to achieve the Confirmation milestones within a reasonable timeframe.

8. Appeals

8.1. Candidates may appeal the outcome based on procedural fairness, and this process is outlined in the Complaints Management and Investigations Policy and Procedure.

2. Supervisor roles

There are four main supervisory roles at UNSW:

Table 1 HDR supervisory roles

3. Supervisory teams

All candidates will have a supervisory team of at least two supervisors. Each team must have a primary supervisor who will be the main contact for the candidate and project.

3.1. Supervisory teams must have appropriate qualifications, experience, and disciplinary expertise to supervise the candidate’s research and meet the supervisor eligibility requirements outlined in section 4.

3.2. The supervisory team must hold academic tenure that normally exceeds the expected duration of the candidature.

3.3. If a supervisory team includes supervisors from multiple faculties or schools, the candidate will be enrolled in the school and faculty where the primary supervisor is located.

4. Supervisor eligibility

4.1. All supervisors must:

• Agree to supervise according to the principles of supervision as outlined in the Higher Degree Research Policy, and all other relevant policies, procedures and legislation.
• Meet the eligibility criteria for their role, as outlined below.
• Be approved to be on the UNSW Supervision Register in accordance with this instruction (excluding external supervisors).
• Take an active involvement with each candidature commensurate with their role.

4.2. A person who is enrolled in a Doctor of Philosophy (PhD) or Professional Doctorate program at UNSW or another institution is not eligible to be a supervisor.

4.3. Primary supervisors can be academic staff of UNSW or approved conjoint staff or meet the criteria in Table 2 below.

Table 2 Primary supervisor eligibility

4.4. Joint supervisors can be:

• Any person who is eligible to be a primary supervisor can be a joint supervisor, noting the requirements for academics new to supervision detailed in section 5.
• Any person who holds an adjunct appointment at UNSW that meets the requirements for primary supervision eligibility. 

4.5. Secondary supervisors can be:

• Any person who is on the Supervision Register.
• Any person who is eligible to be a primary supervisor.
• Any person who has an adjunct or honorary appointment at UNSW.
• Emeritus Professors or retired academic staff members of UNSW who remain research active.
• In case of external supervisors, refer to 4.6.

4.6. There are cases where a supervisor external to UNSW may be appointed. External supervisors:

• Must have an appropriate combination of qualifications, professional experience, knowledge and expertise to assist in supervising the candidate’s research.
• Can only serve as secondary supervisor.
• Do not have to be on the UNSW Supervisor Register.
• Where they have appropriate experience, knowledge and expertise, they may not be required to have a doctoral degree.

5. Academics new to supervision

5.1. All UNSW academics new to supervision must undertake the Essentials of Supervision course, regardless of their role on the supervisory team.

5.2. If an academic who is new to supervision would like to take on the role of primary supervisor, the supervisory team needs to include an experienced supervisor, and a mentoring plan needs to be developed and approved by the Head of School or delegate.

5.3. Once the academic is enrolled in Essentials of Supervision and the mentoring plan is confirmed, the academic will be placed on the Supervision Register.

6. Conflicts of interest

6.1. Any potential, perceived or actual conflicts of interests, as defined in the Disclosure Policy, must be declared and an appropriate management plan developed. A detailed list of the types of relationships between supervisors that may be considered a conflict of interest can be found in the Australian Council of Graduate Research (ACGR) Guidelines for Disclosing and Managing Interests in Graduate Research.

6.2. If supervisors who have a relationship that may be considered a conflict of interest would like to supervise candidates together, they must:

• Inform the candidate of the relationship.
• Include a UNSW academic in the supervisory team who is independent of the supervisors.
• Have a management plan approved by the Head of School.

7. Supervisory load

7.1. Supervisors may supervise a maximum of six candidates, regardless of supervision role or candidate study load (full-time or part-time enrolment).

7.2. If a supervisor has adequate time and is able to show a strong track record in supervision, they may request permission to supervise additional candidates as part of the GRIS admission and/or variation to candidature process. They must demonstrate the following:

• That they have adequate time available for additional supervision given their current teaching, research and administrative responsibilities.
• A track record of timely completions within four years for a doctorate and two years for a research master.

7.3. The Head of School is responsible for monitoring supervisory loads within their school to ensure that staff have adequate time for their supervisory and academic responsibilities.

8. Professional development

8.1. Supervisors must be actively engaged in the development of their professional practice and undertake professional development activities as directed by the Dean of Graduate Research.

9. Supervisor register

9.1. The Dean of Graduate Research has delegation to appoint supervisors, approve changes to supervision arrangements for candidates, and appoint supervisors to the UNSW Supervisor Register.

9.2. The Research Training portfolio maintains the UNSW Supervisor Register.

9.3. Applications to be registered must be recommended by the Head of School or delegate to the Dean of Graduate Research for approval. The recommendation needs to address the eligibility requirements detailed in clause 4.1 and section 5.

9.4. Academics who are new to UNSW but have significant supervision experience can provide a portfolio of supervision and professional development activities for review by the Dean of Graduate Research. If the experience is not deemed sufficient, they must complete Essentials of Supervision.

9.5. Supervisors will stay on the UNSW Supervisor Register unless one of the following applies:

• They no longer have an academic appointment at UNSW.
• They are no longer actively engaged in research and publishing, as defined by the Higher Education Standards Framework (Threshold Standards) 2021.
• Their registration is revoked.

10. Suspending and revoking supervisor registration

10.1. In order to remain on the UNSW Supervisor Register, a supervisor must maintain satisfactory performance. If a supervisor’s performance is not satisfactory, they may be suspended from taking on new candidates, or their supervisor registration may be revoked.

10.2. Supervisor registration may be suspended or revoked in the following circumstances:

• The supervisor fails to meet their supervision responsibilities or professional development requirements as outlined in the Higher Degree Research Supervision Procedure and this instruction.
• Where a supervisor has engaged in “misconduct”, or “serious misconduct” related to the UNSW Code of Conduct and Values or the Australian Code for the Responsible Conduct of Research which has been investigated in accordance with the Complaints Management and Investigations Policy & Procedure.
• Where a supervisor has engaged in “misconduct” and/or “serious misconduct” in their employment.

10.3. If one of the above occurs, the Head of School or Associate Dean Research/Associate Dean Research Training (ADRT) or equivalent (in consultation with the Head of School) must make a recommendation to the Dean of Graduate Research regarding whether the supervisor should be suspended or have their supervisor registration revoked.

10.4. The Dean of Graduate Research will review this recommendation, and may consider the following:

• Any record of candidates failing to complete related to poor supervision, as substantiated by the Head of School.
• Evidence of multiple requests to change supervision by HDR candidates, where the standard of supervision is cited as the main reason.
• Two or more informal and or formal complaints regarding supervision have been substantiated after investigation.
• Evidence of non-compliance with HDR policies, procedures and guidelines.
• Failure to complete supervisor professional development within the appropriate timeframe.

10.5. Based on this review, the Dean of Graduate Research will decide whether the supervisor should be suspended or their supervisor registration revoked.

10.6. All efforts will be taken to ensure that the supervisor’s current candidates are supported. This may include additional supervision, or the appointment of new supervisors.

10.7. A supervisor who has been suspended or had their registration revoked can request to be added to the UNSW Supervisor Register by demonstrating the following:

• The conditions leading to the suspension of their supervision activities/registration being revoked, have now been resolved. This includes any training requirements.
• The Head of School has confirmed that their performance is satisfactory.

11. Responsibilities

11.1. All supervisors are responsible for:

• Adhering to the principles of supervision outlined in the Higher Degree Research Policy and Higher Degree Research Supervision Procedure.
• Providing advice and support to candidates to complete an original and feasible research project in a timely fashion.
• Declaring any relationship which may affect, or be perceived to affect, the supervisory relationship with the candidate, in a timely manner.

11.2. Primary/joint supervisors are responsible for:

• Providing the appropriate level of support, resources and guidance for the candidate and their research.
• Primary supervisors are responsible for screening prospective candidates (via interview) and assessing the suitability of applicants for admission and (if applicable) scholarship.
• Ensuring that the administrative and reporting requirements of the candidature are met.
• Ensuring that the candidate understands their rights and obligations under relevant UNSW research training, research data management, and related policies.
• Ensuring that the candidate understands the requirements and complies with all relevant UNSW health and safety policies.
• Maintaining frequent communication with candidates in a manner agreed to by all parties.
• Reporting the progress of the candidature to the Head of School via the formal research progress review process.
• Recommending thesis examiners to the Postgraduate Coordinator (PGC) as soon as possible after the candidate has submitted their notice of intention to submit.
• Certifying that the thesis is in the correct format, has been checked in iThenticate, and is ready for examination.
• Ensuring that the candidate is prepared for the oral component of their examination, where required.
• Arranging replacement supervision if absent from the University for four weeks or more.

11.3. Secondary supervisors are responsible for:

• Supporting the candidate and other supervisors to allow the candidate to progress towards a timely and successful completion of the HDR program.
• Acting in a mentoring capacity to candidates and/or supervisors when requested.
• Acting in place of the primary supervisor when they are absent from the University.
• Maintaining frequent communication with candidates in a manner agreed to by all parties.
• Providing feedback to candidates as part of the research progress review process.

11.4. External supervisors are responsible for:

• Providing advice and support to the candidate and other supervisors on matters related to the candidate’s research
• Acting in a mentoring capacity to candidates and/or supervisors when requested.
• Maintaining frequent communication with candidates in a manner agreed to by all parties.
• Providing feedback to candidates as part of the research progress review process.

11.5. HDR candidates are responsible for:

• Adhering to the principles outlined in the Higher Degree Research Policy.
• Conducting an original, feasible research project in a timely fashion.
• Maintaining frequent communication with supervisors in a manner agreed to by all parties.
• Taking an active role in finding supervisory team members if changes are required.

12. Changes to supervision

12.1. If a supervision change is required the candidate must take an active role in the process of finding replacement supervision and agree to the appointment and roles of new supervisors, as outlined in the Higher Degree Research Variation of Candidature Instruction.

12.2. Supervision changes will be assessed on a case-by-case basis to ensure that the candidate is appropriately supported.

13. Supervisory relationship breakdown

13.1. During the candidature, issues may arise that result in a supervisory relationship breakdown. It is important that both the supervisors and the candidate attempt to resolve these issues. It is recommended that the PGC or Head of School attempt to mediate to resolve the situation.

13.2. If no resolution can be found at the local level, the ADRT or equivalent should review the situation and assess whether they can mediate the situation. If this is deemed not possible and a resolution cannot be found at this stage, the ADRT should refer the situation to the Dean of Graduate Research. 

13.3. The Dean of Graduate Research will review the case, and if they consider it appropriate they may engage independent mediation. If it is determined that replacement supervision is needed (see section 12) the Dean should provide advice on how to proceed with that course of action.

13.4. As stated in clause 2.1 of the Higher Degree Research Supervision Procedure, candidates must have a supervisory team of at least two supervisors appointed to be enrolled in their HDR program. As a result, if appropriate replacement supervision cannot be identified within a reasonable timeframe, the Dean of Graduate Research may require the candidate to take program leave until the matter is resolved.

13.5. If all avenues to resolve the lack of supervision are exhausted, the Dean of Graduate Research may discontinue the candidate’s enrolment on the grounds of lack of appropriate supervision.

1. Introduction

Candidates can apply for the following types of variations:

• change to research area
• changes to supervision team
• transfer from one Higher Degree Research (HDR) program to another
• program leave
• working away from UNSW
• transfer between full-time and part-time enrolment
• overtime enrolment
• withdrawal from candidature.

This instruction outlines how to apply for a change to candidature, and how variation requests are reviewed. It should be read in conjunction with the Higher Degree Research Policy and the Higher Degree Research Progression Procedure.

2. Process for candidature variations

2.1. Candidates should discuss any planned changes with their supervisors before submitting a variation request to confirm that their supervisors and school can support the proposed changes.

2.2. Candidates can also seek advice from their Postgraduate Coordinator (PGC) or the Graduate Research School (GRS).

2.3. Candidates submit their variation request through the Graduate Research Information System (GRIS) and attach appropriate supporting documentation as outlined on the HDR Hub.

2.4. If applying for a change of enrolment status, program leave, or overtime enrolment, candidates must submit their variation request before the census date for the term when the change will be applied.

2.5. Variations will be reviewed and recommended by the candidate’s supervisor, PGC and/or Faculty Higher Degree Committee (HDC) where appropriate.

2.6. When reviewing variation requests, any potential impacts to the candidature are considered to ensure the best outcome for the candidate. Potential impacts may include:

• resources for the project
• availability and capacity of supervisors
• Commonwealth legislation
• scholarship eligibility
• student visa conditions
• progress to date, stage of candidature, and ability to complete in a timely manner.

3. Change to research area

3.1. A change to research area is defined as a shift in the direction of the research that results in a modified research topic or Field of Research (FoR) code.

3.2. Candidates apply for a change to research area using the Variation of Candidature form in GRIS.

3.3. International candidates may need to have their new research area reviewed under Australian and UN Autonomous Sanctions legislation  or critical technology-related visa conditions. Some candidates may require additional permission from the Department of Home Affairs to change research topic, which will delay final outcome of the Research Area Change. Candidates are responsible for ensuring they meet their visa requirements, and take appropriate action to gain permission if required.

3.4. If a candidate needs to change their thesis title, they can record their new thesis title when they submit their thesis for examination in GRIS (see the HDR Hub for details).

4. Changes to supervision

4.1. Changes to supervision are managed in accordance with the HDR Supervision Instruction.

4.2. If additional supervision is required, candidates must find an eligible supervisor(s) and obtain their agreement to join the supervisory team in the required role.

4.3. If the change of supervision is needed because of a breakdown in the current supervisor-candidate relationship, the following process applies:

• The PGC or Head of School will mediate to try to resolve the matter.
• If no resolution can be found, the Associate Dean Research Training (ADRT) (or equivalent) will mediate to try to resolve the matter.
• If this is not successful, the matter must be referred to the Dean of Graduate Research. In such cases, independent mediation may be required.
• If mediation is unsuccessful and replacement supervisor(s) have not been identified within a reasonable timeframe, the Dean of Graduate Research may require the candidate to take program leave until new suitable supervisor(s) are found.

4.4. If no alternative supervision can be found within an appropriate timeframe, the Dean of Graduate Research may discontinue their enrolment on the grounds of lack of appropriate supervision. The candidate may re-apply with a new project and/or supervisory team.

5. Program transfer

5.1. The Faculty HDC reviews all program transfer requests.

5.2. Scholarship holders should refer to the Higher Degree Research Scholarships Procedure for information about how transferring to another program may impact their scholarship.

5.3. Candidates who transfer to an HDR program at the same level (Research Master to Research Master or Doctorate to Doctorate) will provide the supporting documentation outlined on the HDR Hub that meets the following criteria:

• Detailed explanation for the transfer request.
• Revised research data management plan for the new program.
• Research transfer agreement outlining the conditions for authorship, materials, data, Intellectual Property, and ethics approvals where applicable.
• Timeline/plan for completion.
• Details of any changes to supervisory team.
• Participation in a Research Progress Review within the last three months.

5.4.      A transfer from a Research Master to a Doctorate is only considered under exceptional circumstances. To be considered, candidates need to demonstrate the following criteria:

• Been enrolled for a minimum of 1.25 EFTSL, and are not overtime.
• Meet the eligibility for admission to the doctorate, as outlined in the HDR Admission Instruction.
• Successfully completed all of the requirements for doctoral confirmation, as outlined in the HDR Progression Instruction.
• Have expanded their research project to meet the doctoral expectation that they will make an original and substantial contribution to knowledge in their field.
• Prepared a detailed and feasible plan for completion within the standard course timeframe as outlined in the Higher Degree Research Conditions for Award Procedure.
• Produced an advanced draft of the Master thesis that demonstrates substantial research progress. If publications are to be used in the draft, they will be incorporated as outlined in the Higher Degree Research Examination Instruction.
• Meet any faculty requirements where applicable.

5.5. Candidates transferring from a Doctorate to a Research Master will provide the supporting documentation outlined on the HDR Hub.

6. Leave

6.1. There are several types of leave available to candidates. To be eligible for leave, candidates must have completed at least one term of enrolment, and must meet the requirements for the type of leave they are requesting.

Program leave

6.2. Candidates can apply for 1-4 terms of program leave. The Faculty HDC will consider any period longer than 4 terms i on a case-by-case basis.

6.3. Candidates apply before the census date for the term when their leave will start. Applications for past terms will not be approved.

6.4. Applications are submitted using the Variation of Candidature form in GRIS.

6.5. The candidate is not enrolled while on program leave. As a result they are not permitted to work on their research project during this time.

6.6. International candidates should seek advice about any potential impact on their student visa before applying.

Annual leave

6.7. Candidates can access 20 working days of annual leave each year if enrolled full-time, and 10 working days per year if enrolled part-time.

6.8. The candidate does not need to apply through GRIS. Instead, they need to discuss their plans with their supervisor before taking leave.

6.9. The candidate will remain enrolled throughout the leave period.

Parental leave

6.10. If the candidate would like to take parental leave for less than one term, they need to discuss their plans with their supervisor and school before taking leave. They will remain enrolled throughout the leave period.

6.11. If the candidate would like to apply for one term or longer, they need to apply for program leave using the Variation of Candidature form in GRIS.

6.12. Scholarship holders may be eligible for paid parental leave benefit in conjunction with program leave, and should refer to the HDR Scholarships Instruction for details.

Standard sick leave

6.13. Candidates can access 10 working days of standard sick leave each year if enrolled full-time, and 5 working days per year if enrolled part-time

6.14. The candidate does not need to apply through GRIS. Instead, they need to discuss their plans with their supervisor before taking leave.

6.15. The candidate will remain enrolled throughout the leave period.

6.16. Standard sick leave may be used for family/carer responsibilities.

6.17. The candidate should keep any supporting documentation and record the period of leave at their next Research Progress Review.

Extended sick leave

6.18. If a candidate needs more than 10 working days of sick leave, they should discuss their leave needs with their GRS Candidature Management Officer. If one term or longer is needed, the candidate needs to apply using the Variation of Candidature form in GRIS, and attach a medical certificate or other supporting documentation.

6.19. Extended sick leave may be used for family/carer responsibilities where there are compassionate and compelling circumstances.

6.20. Scholarship holders should refer to the Higher Degree Research Scholarships Instruction for paid leave benefits.

7. Working away from UNSW

7.1. Candidates can apply to work away from a UNSW affiliated location for a short period of time to conduct research training activities (e.g. fieldwork, global collaboration, industry collaboration).

7.2. Work away requests need to meet the following criteria:

• The request to work away is for research training activities.
• Doctoral candidates must have successfully completed their Confirmation Review.
• Research Master candidates must have successfully completed their first Research Progress Review.
• Candidates must comply with all relevant UNSW policies.

Table 1 Applying to work away from UNSW

7.3. Applications for work away must provide an engagement plan that demonstrates how the candidate will have access to supervision (including a local supervisor), resources and facilities, access to the research community and addresses health and safety measures.

7.4. Scholarship holders who wish to work away from UNSW should consult the HDR Scholarships Instruction for ongoing eligibility requirements.

7.5. If a candidate works away without permission, they may be asked to take program leave.

7.6. Scholarship holders who work away without permission may have their scholarship terminated.

7.7. If a candidate needs to be based away from UNSW for personal reasons (e.g. employment or family) for any length of time, the Dean of Graduate Research will consider their request. A compelling case will need to be presented that ensures the candidate has appropriate access to supervision, facilities and resources, and the UNSW research community.

8. Transfer between part-time and full-time enrolment

8.1. Candidates may apply to change their enrolment between part-time and full-time.

8.2. Candidates must submit their variation request before the census date of the term when the change to enrolment is due to start.

8.3. International candidates have conditions on their student visa which may limit their ability to enrol on a part-time basis. For this reason, they should seek advice from the Department of Home Affairs before requesting a change from full-time to part-time enrolment.

8.4. Scholarship holders who would like to change from full-time to part-time enrolment should refer to the Higher Degree Research Scholarship Instruction for information regarding part-time scholarships.

9. Overtime enrolment

9.1. If a candidate cannot complete their program on time, overtime enrolment may be required. Please refer to the Higher Degree Research Overtime Enrolment Instruction for detailed information regarding this process.

10. Withdrawal of candidature

10.1. Candidates may withdraw from their degree by submitting a variation of candidature request in GRIS.

11. Discontinuation

There are some circumstances where a candidate may be discontinued from an HDR program by UNSW.

11.1. Enrolled in more than one program

• As stated in the Higher Degree Research Progression Procedure, candidates are not permitted to enrol in a UNSW HDR program at the same time as any other degree, diploma or certificate program at UNSW or another higher education provider except with the approval of the Dean of Graduate Research and the relevant faculty.
• If a candidate is enrolled in more than one degree, diploma or certificate program without approval, the Dean of Graduate Research may suspend their enrolment. If they don’t resolve the issue within the suspension period, the candidate may be discontinued.

11.2. Inaccurate applicant documents or failure to disclose prior study

• If transcripts, documents or other information provided in an applicant for admission is subsequently found to be inaccurate, or the candidate has not disclosed prior study, they may be discontinued.

11.3. Lapsed candidature

• Candidates must enrol each term to continue their candidature. If a candidate does not enrol or take program leave by the term start date they will receive a lapsed candidature notice from the GRS.
• If the candidate does not resolve their lapsed candidature they will be discontinued.
• Candidates who are discontinued may apply for re-admission in the future, as outlined in the HDR Admission Instruction. Re-admission will be conditional on meeting requirements set by the Dean of Graduate Research.

11.4. Replacement supervision unavailable

• If replacement supervision is not confirmed within a reasonable timeframe, discontinuation of candidature may be required, in accordance with the HDR Supervision Instruction.

11.5. Unsatisfactory response to Show Cause

• If a candidate has been asked to Show Cause, and they fail to respond, their response is unsatisfactory, or they fail to meet the conditions of enrolment set during the Show Cause process, their candidature may be discontinued in accordance with the HDR Show Cause Instruction.

11.6. Failure to complete the requirements of the degree in a 10-year timeframe

• There may be cases where a candidate does not complete their degree within expected timeframes.
• Where a candidate does not complete the requirements of the degree within a 10-year timeframe, the Dean of Graduate Research may discontinue their enrolment.

1. Introduction

This instruction outlines the roles and responsibilities of Postgraduate Coordinators (PGC).

This instruction must be read in conjunction with the Higher Degree Research Policy.

2. PGC requirements

2.1. All PGCs must be academic staff within the school who have significant experience in Higher Degree Research (HDR) supervision.

3. Roles and responsibilities

3.1. PGCs act on behalf of the Head of School in HDR matters. Their roles and responsibilities are outlined in Table 1 below.

3.2. In some faculties, PGC responsibilities may be held by an Associate Dean Research Training (ADRT) or equivalent. This should be documented by the faculty.

4. Duties

4.1. Faculties and schools are responsible for confirming the duties that PGCs perform within their school. The standard duties that PGCs perform are outlined below.

4.2. HDR recruitment and admission:

• Providing advice to supervisors, support recruitment activities and ensure compliance with UNSW policies.
• Provide applicants with advice on eligibility requirements, possible research topics, available resources, School research strengths and supervisor availability.
• Make recommendations on applications for admission.

4.3. Candidature management and development:

• Coordinate Research Progress Reviews (reviews) and monitor timely progress towards completion.
• Coordinate school HDR induction programs that complement the GRS HDR Welcome and Orientation.
• Make recommendations to the Dean of Graduate Research or Faculty HDC regarding variations of candidature, supervision, candidate cases and progression.
• Act as a confidential advisor for HDR candidates and supervisors. 
• Act as the initial point of contact for the ADRT or equivalent and the Dean of Graduate Research in resolving candidature problems and formal grievances.
• Provide opportunities for HDR candidates to develop their professional and academic skills, and ensure they are aware of relevant workshops, seminars, scholarships and other opportunities.
• Facilitate candidate-lead initiatives in research training and research culture.

4.4. Scholarships:

• Provide scholarship holders with advice regarding scholarship conditions and requirements.
• Make recommendations on scholarship extensions, paid leave, work aways and suspensions.
• Score scholarship applications and make recommendations when required.

4.5. Examination:

• Liaise with supervisors regarding the nomination of examiners and recommend examiners to the Faculty HDC on behalf of the school in accordance with the HDR Examination Procedure.
• Coordinate requests for confidentiality agreements in examination.
• Liaise with supervisors and candidates about examination outcomes, and verify thesis revisions.

5. Support for PGCs

5.1. Given that PGCs are a key point of contact for candidates, this position requires significant support.

5.2. Heads of School are expected to provide an appropriate level of administrative support commensurate with the number of candidates within the school. For a cohort of 50 candidates, a minimum of 40% of a full time administrative assistant’s time is recommended. The percentage of allocated time will depend on the level of the appointment and overall position description.

5.3. Heads of School are expected to take a PGC’s workload into account when allocating teaching and other administrative duties.

5.4. The Head of School and/or ADRT will provide PGCs with the following:

• advice and guidance for new and current PGCs
• access to appropriate training e.g. conflict and dispute resolution training.

5.5. The GRS will provide PGCs with the following:

• PGC Information Pack
• Induction for all newly appointed PGCs
• HDR training and practice sharing sessions.